Conference Travel Policy

The following travel policy details the options and guidelines for presenter travel and lodging.

Lodging

Presenters will be compensated for one night per presentation at the host hotel at the standard rate. This does not cover any additional room fees incurred during the stay. These additional fees must be covered by the presenter that is occupying the room. Presenters are responsible for securing their rooms when completing their registration.

Meals

Presenters are welcome to partake in all meals that are offered on-site. There is no additional compensation for meals during travel or on-site.

Travel

• Option 1:

  The presenter may choose to drive their vehicle to the conference site. Presenters will be compensated at the federal reimbursement rate for mileage from their primary residence to the conference site and the return trip. Presenters must submit supporting evidence of the mileage claimed in the form of a standardized map when completing the reimbursement request.

• Option 2:

  The presenter may book flights from the closest airport to their home to Indianapolis International Airport or the closest feasible airport. Presenters will be reimbursed only for commercial, coach class rates with no additional “add-ons” being covered; such as early check-in, meals, etc. Presenters will be reimbursed for only 1 checked bag. 

  • The presenter utilizing “option 2” may submit a request for reimbursement for mileage from their home to the airport of departure. Presenters must submit supporting evidence of the mileage claimed in the form of a standardized map when completing the reimbursement request.

  • The presenter utilizing “option 2” may submit a request for reimbursement for a rental car utilizing the lowest rate and class available. This is not to exceed $85 daily and a maximum of $300 total. The presenters may also request compensation for the fuel based on the federal rate from the airport to the conference site, not to exceed $125.

  • Utilizing “option 2” the presenter may request reimbursement for airport parking. The presenter is requested to make the most budget-conscious choice available. Not to exceed $35 a day or a total of $140.

Per Diem/ Honorarium

The conference does not offer a daily per diem or honorarium. 

Conference Admission

Each presenter will be allotted a full conference admission at no charge. The presenter is responsible for completing their registration.

Travel Companion(s)

The conference does not cover expenses related to travel companions. This includes travel costs, conference admission, meals, etc.

Request for Reimbursement

Request for reimbursement must be submitted no later than 30 days after the completion of the travel utilizing the Indiana ENA travel reimbursement forms, available on the Indiana ENA website. All requested reimbursements must include receipts and/or requested documentation for the reimbursement to be completed. Receipts should show an exact date, time, company name, and itemized transaction.

Exceptions and Special Considerations

The committee chairs must pre-approve any expenses expected to exceed $800.

Any exemptions or exceptions must be submitted via the Contact Us form and sent to the Conference Planning Chairs by September 21, 2024. Questions regarding reimbursement forms may be submitted to the Contact Us form and sent to the Indiana ENA State Treasurer.