General Requirements:

To receive expense reimbursement, the appropriate bills and receipts must be submitted to the Foundation office within 30 days after the Foundation event. Original receipts are required for all lodging expenses, transportation and all other individual expenditures.

In cases of uncertainty or the need for policy clarification, consult with the Foundation office, (949) 721-2222, prior to incurring the expense. 

All airline reservations must be secured through the Foundation's travel agent, All Direct Travel Services, Inc. at least 30 days prior to traveling. Airline tickets secured by any other means are not reimbursable. Only the most direct and reasonable round-trip coach fare to the Orange County/LA area will be paid for by the Foundation unless prior approval is given by the Arnold and Mabel Beckman Foundation.

All airline tickets will be purchased on a non-refundable basis. If cancellation should be necessary prior to the trip, participant will be responsible for reimbursing the Foundation for the amount of the ticket. Following reimbursement, All Direct Travel Services, Inc. will issue the participant an airline ticket/voucher that can be used for personal use.

To ensure the issuance of a travel voucher, individuals are responsible for notifying All Direct Travel Services, Inc. of cancellation of his/her airline reservation at least 24 hours before scheduled travel date. Participant must also notify the Foundation of cancellation of plans to attend the symposium.

All Direct Travel Services, Inc. can be reached by calling (800) 862-1516 or (949) 474-8100.  

Hotel/Motel Accommodations:

The Foundation office will make hotel accommodations for individuals for the duration of Foundation business only. At the time of check-in you will be asked for a credit card for any incidentals. Once your room has been reserved for the dates requested, please stay in the hotel on those dates, as the hotel may charge a fee for early check-out or no-show. If you know a few days prior to the trip that you will not be staying the entire time that was originally reserved for you, please notify the Foundation immediately. It will be your responsibility to reimburse the Foundation for any charges incurred for no-show's or early check-out. Extended hotel charges for personal reasons (i.e. extended stay, in-room movies, mini bar) are the responsibility of the individual and will not be reimbursed by the Foundation. Accompanying spouses and other family members are welcome to stay at the hotel; however, if additional accommodations are required they must be paid for by the participant. Additional costs incurred by the guest(s) (i.e. in-room movies, meals, laundry, etc.) are their responsibility.  

A reasonable number of telephone calls home to verify arrival at destination, make arrangements for returning home, and to take care of any urgent personal matters are permitted. Phone calls should not exceed 10 minutes in duration per day. Telephone calls will be charged to your credit card and reimbursed to you following the event when you submit all other reimbursement requests. 

The Foundation will reimburse for reasonable meal expenditures, not to exceed $25.00 (intended for your use only), with original receipt, for meals that are not provided during the Foundation scheduled event. 

Personal expenses such as barber shop and hairdresser services, toiletries, pet or child care, athletic facilities and newspapers are not reimbursable by the Foundation. Unless otherwise specified by the Foundation, admission costs will not be reimbursed for social activities during off-time from the Foundation scheduled event (i.e. local amusement parks such as Disneyland, Knott's Berry Farm, Universal Studios, etc., and movie theatres).

Participants will be reimbursed for travel to and from airports (taxi or shuttle). Where it is most efficient for the participant to use a personal car to travel to and from the airport of departure, the participant will be reimbursed for mileage driven from their home or office to the airport of departure at the rate of $.35/mile, plus any reasonable and necessary tolls and parking charges. Limousine service and rental cars will not be reimbursed by the Foundation.

Where receipts are provided, the gratuity at reasonable and customary rates should be included in the cost of service (i.e., meals, taxis, etc.).

Reimbursement of Expenses of Spouses, Children, or Guests:

Travel, meal and other expenses incurred by spouse, children, or guests, are not reimbursable by the Foundation.