Reimbursement Guidelines

Meals

• Original, itemized receipts are required for reimbursement of all meals, including hotel restaurants
• and room service.
• Lumina will not reimburse meals when provided during the convening.
• Reimbursement for alcoholic beverages are limited to one per person, per meal.
• Maximum reimbursement per meal:
  • $20-Breakfast
  • $25-Lunch
  • $50-Dinner
  • $10-Incidentals

Reimbursables and Restrictions

• Lumina is not responsible for any incidental or cancellation/change fees that are not a result of changes in the agenda.
• Lumina does not pay for travel insurance or seat upgrades.
• Baggage fees are reimbursable with a receipt that includes a valid date. Please limit checked bags to one bag per trip.
• Gratuities for hotel staff are reimbursable. The maximum reimbursement per day is $10.00.
• All eligible receipts for the REACH Collaborative must be received by Tuesday, May 7, 2024.

Accommodations and Airfare

PREFERRED OPTION: All round-trip economy-class airfare and hotel arrangements should be made through Lumina's travel portal, Tripeasy. Upon completion of your registration an email will be sent to secure your travel arrangements. Lumina Foundation will be direct billed
for airfare and hotel. Any cancellation or change fees are the responsibility of the traveler.

NOTE: For those whose organizations require you purchase your own airfare and hotel, Lumina will reimburse you after the convening, in accordance with the reimbursement guidelines outlined in this document.
Payments

• Each participant will be eligible for one payment, either to an individual or their employer.
• Reimbursement payment will be issued following the convening so that expenses incurred during the course of the trip may be included.
• Reimbursements to individuals for personal reimbursement do not require a W-9 form.

Accommodations

• Lumina has negotiated a hotel room rate at the convening’s location.
• You will be added to the hotel rooming list. Please present your credit card to the hotel staffer at checkin to gaurentee your incidentals.
• Lumina Foundation will cover hotel stays for attendees from February 5-7, 2024. Any room nights falling outside of this booking window will be the responsibility of the attendee.
• Any amount above the negotiated room rate is the responsibility of the traveler.

Airline or Train

• Only the cost of Economy class airline up to $750 roundtrip will be accepted (trains up to $350 roundtrip). Please include your full itinerary along with your receipt.
• If your airfare exceeds $750, it will be sent to Lumina Foundation for approval.
• Lumina will cover direct round-trip travel to and from the convening and your home destination.

Ground Transportation and Parking

• Ground transportation via taxi, rideshare or shuttle will be reimbursed with proof of receipt. Lumina will not reimburse for private car or limo service.
• In some instances, Lumina will provide pre-paid airport shuttle serve to- and from- the convening to the airport.
• Only the cost of economy or intermediate car rental will be reimbursed in the event the traveler lives within driving distance of the meeting location or ground transportation services are not available. If driving a personal vehicle, mileage reimbursement will be provided at the federal rate. Lumina does not reimburse for insurance coverage obtained as part of the rental agreement.
• Attendees may receive mileage reimbursement for distances driven with a personal vehicle that would otherwise be made by air. In these cases, the total reimbursement will not exceed the lowest available round- trip coach airfare for the same destination. Travelers must supply documentation to support what the airfare cost would have been at that time, if the attendee’s personal car is used for these trips.
• GPS and gas costs for rental vehicles will be accepted with the submission of an itemized receipt.
• Lumina will not cover the cost of pre-paid refueling services, insurance or car class upgrades.
• Lumina will be billed for the parking at the the host hotel.

Processing Your Reimbursement Request

A week after the last day of the convening, you will receive an email that includes a link to Concur Reimbursements, an online platform that allows participants to submit their reimbursement request and associated receipts electronically.