Reimbursement Guidelines

MEALS

Receipts: Original, itemized receipts are required for reimbursement of all meals, including those from hotel restaurants and room service. Each individual must provide their own receipt; combined receipts are not accepted.
Meal Coverage: Lumina will not reimburse meals provided during the conference. Reimbursement for alcoholic beverages is limited to one per person, per meal.
Maximum Reimbursement per Meal:

• Breakfast: $20
• Lunch: $25
• Dinner: $50

 

REIMBURSABLES AND RESTRICTIONS

Non-Reimbursable Expenses: Lumina does not cover incidental fees, cancellation/change fees (unless agenda-related), travel insurance, or seat upgrades.
Baggage Fees: Reimbursable with a valid receipt, limited to one checked bag per trip.
Hotel Gratuities: Reimbursable up to $10 per day.
Receipt Submission: All eligible receipts must be submitted within 60 days of the convening.

 

ACCOMMODATIONS AND AIRFARE

Booking: All round-trip economy-class airfare and hotel arrangements must be made through Lumina's travel portal, Tripeasy. An email for travel arrangements will be sent within two business days of registration.
Direct Billing: Lumina Foundation will be directly billed for airfare and hotel. Any cancellation or change fees are the responsibility of the traveler.
Reimbursement: If your organization requires you to purchase airfare and hotel, Lumina will reimburse you after the convening, per the travel guidelines.

 

PAYMENTS

Eligibility: Each participant is eligible for one payment, either to an individual or their employer.
Instructions: Reimbursement instructions will be sent within ten business days of the convening. Personal Reimbursement does not require a W-9 form.

 

ACCOMMODATIONS

Hotel Rate: Lumina has negotiated a hotel rate for the convening. Attendees will secure their stay through the hotel portal and must present a credit card at check-in to cover incidentals.
Stay Dates: Lumina Foundation will cover hotel stays on the nights of September 11th and 12th, 2024. Stays outside this period are the responsibility of the attendee.

REIMBURSEMENT LIMITS:

• Airfare: Up to $750 round-trip for economy class.
• Train: Up to $350 round-trip.
• Approval: Airfare costs exceeding $750 require Lumina Foundation approval.

 

GROUND TRANSPORTATION AND PARKING

Reimbursable Transportation: Taxi, rideshare, or shuttle services with a receipt. Private car or limo services are not reimbursed.
Pre-Paid Shuttle: In some cases, Lumina will provide pre-paid airport shuttle service.
Car Rentals: Only economy or intermediate rentals are reimbursed. If driving a personal vehicle, mileage reimbursement is provided at the federal rate.
Mileage Reimbursement: For distances that could be traveled by air, the total reimbursement will not exceed the lowest available round-trip coach airfare. Documentation of the potential airfare cost is required.
Rental Vehicle Costs: GPS and gas costs are reimbursed with itemized receipts. Pre-paid refueling services, insurance, and car class upgrades are not covered.
Parking: Lumina will be billed for parking at the host hotel.

 

PROCESSING YOUR REIMBURSEMENT REQUEST

Submission: You will receive an email with a link to Concur Reimbursements and instructions within 10 business days of the last day of the convening. This online platform will allow you to submit your reimbursement request and associated receipts electronically.