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Travel Policies

SPIE reimburses expenses for pre-approved travel on behalf of the society when travel support is not available from other funding sources.

Reimbursable expenses include:

  • coach airline tickets
  • local transportation (train, metro, taxi, parking)
  • lodging (maximum two nights lodging for a one day lecture)
  • internet access
  • meals (up to $70 a day)
  • rental cars (only when absolutely needed)
  • travel insurance
  • mileage for a personal vehicle (please check with staff for the up-to-date mileage reimbursement) 

Reimbursement is not provided for telephone calls, movies, laundry, entertainment, guest/spouse meals, or other personal expenses. SPIE will also not reimburse the lecturer for taking the chapter out to eat. Although the chapter can request funding for a meal with the lecturer through their annual Chapter Activity Grant. 

All travel for the Society by Members must be pre-approved by the Visiting Lecturer SPIE Staff administrator (vlp@spie.org). Please minimize expenses where possible.

If your visiting lecture is part of a multi-leg journey or if you would like to add personal travel, please be advised that SPIE will only reimburse up to the amount of what your round-trip airfare would be if you were to fly from your local airport to the airport nearest your lecture destination and back. In order to demonstrate this airfare, please provide a price quote for such a flight around the dates of your lecture. Please submit this price quote to vlp@spie.org along with your reimbursements and reimbursement form. 

Reimbursement requests and trip reports should be submitted within 30 days of completing travel. Itemized receipts are required for reimbursement. There are no "per diems" with VLP travel.

Note: All reimbursements are made directly to the lecturer.