Travel Reimbursement Policy

Introduction

It is a primary goal of the Section to provide its members with the highest quality programs, publications and committee activities possible. We recognize that the dedicated efforts of our members enable the Section to consistently put forth a superior product in all of these areas. We also recognize that in doing the work of the Section, it is often necessary for our members to expend funds for travel. These guidelines set forth the Section policy about reimbursement of these expenses. The policy conforms to the general requirements set forth by the ABA Board of Governors. The specific policy statements attempt to balance the Section’s desire to fairly reimburse expenditures with the financial limitations of a dues-funded voluntary organization.

While every attempt has been made to make the policy fair, it is simply not possible for the Section to reimburse all expenses for which a reasonable justification favoring reimbursement could be advanced. And, even within the context of the limited reimbursements we can offer, we are appreciative of the efforts that our members make to absorb as many expenses as possible.

General Policy

Leadership Meetings
For attendance at the annual Fall and Spring leadership meetings, a maximum
reimbursement amount will be allowed to offset the cost of lodging and for travel as
follows:

Fall Leadership Meeting: $750
Spring Leadership Meeting: $450

Prior to the announcement of each meeting, the Section Chair, in consultation with the
Executive Committee, will approve the list of positions eligible for reimbursement.
Generally, the positions approved for reimbursement under this policy for each meeting
are as follows:

Fall Leadership Meeting

• Council members and ex officio council members
• Standing Committee chairs, vice-chairs, and members
• Group chairs and vice-chairs
• Division Committee chairs
• Editors

Spring Leadership Meeting

• Council members and ex officio council members
• Standing Committee chairs, vice-chairs, and members
• Group chairs and vice-chairs
• Editors

To be eligible for reimbursement for attendance at a leadership meeting, a member must
attend the meeting of the group to which they are appointed. To be eligible for
reimbursement at the Spring Leadership Meeting, a member must also have registered for
the CLE conference held in conjunction with that meeting (policy approved May 2019).

Scholarship Fund

The Section values participation by all members and understands that personal circumstances may limit participation by some under the policy. To assist members who may require additional resources, the Section will set a budget each year for a meeting scholarship fund. Members requiring an exception to the policy may request additional funds through the Section staff.

Fellows, ABA YLD Liaisons, ABA LSD Liaisons

To encourage participation by law students and lawyers new to the profession, the
reimbursement for RPTE Young Lawyer Fellows, ABA Young Lawyer Division Liaisons, and
ABA Law Student Liaisons are not subject to the limitations outlined above.

CLE Conference

Reimbursement is not provided for members attending a CLE conference. Certain exceptions may be made pursuant to the Speaker Registration and Reimbursement Policy adopted by the Section in 2014 (attached).

Liaison Travel

Generally, RPTE members attending another organization’s meeting in their capacity of
RPTE liaison will not be reimbursed for travel. Requests for an exception may be made to
the Section Chair-Elect. In the rare case when authorization is granted, the Section ChairElect will set a maximum allowable reimbursement. In addition to adherence with the
reimbursement request procedures set forth below, any liaison granted approval for
reimbursement of travel expenses must submit a written report from the meeting attended
before reimbursement will be made.

Speaker Travel

Generally, speakers are not reimbursed for travel expenses to attend Section programs. Complete details are included in the Speaker Registration and Reimbursement Policy adopted by the Section in 2014 (attached).

Other Meetings

Should other meetings be convened during the year, they should be budgeted for during the annual budgeting process with approval of the fiscal year budget in August. Reimbursement for travel should be in line with the policy for Fall and Spring Leadership meetings with a set maximum allowable expense and list of reimbursable positions. Any meeting to be convened after approval of the fiscal year budget must be submitted to the Executive Committee for review.

Procedures

Reimbursement forms will be distributed at all meetings at which reimbursement is available. Eligibility and allowance requirements will be made in advance of the meeting and the appropriate policies will be printed on the back of the forms.

All requests for reimbursement will be made within a period of sixty days from the date an expense is incurred. Upon receipt of a request for reimbursement, the staff director reviews all requests, forwards approved requests to ABA financial services for payment, and forwards questionable requests to the Section chair for review. All requests are reviewed as they are received; general turn-around time in financial services is three weeks.

The fiscal year ends August 31; accordingly, all requests for reimbursement to be processed for the fiscal year must be received by Section staff prior to this date so that charges can be made against the proper fiscal year. It is desirable that, to the fullest extent possible, no payment be made more than 30 days after the closing of a fiscal year.

Adopted by Section Council
August 202

Questions

IF YOU HAVE ANY QUESTIONS REGARDING REIMBURSEMENT
CONTACT ROBIN ROY AT (312) 988-5670 robin.roy@americanbar.org