Speaker Travel Reimbursement Policy

The Obesity Medicine Association (OMA) is committed to providing support to speakers who contribute to OMA conferences. As a non-profit organization, OMA is dedicated to maintaining fiscal responsibility while assisting speakers with their travel expenses. This policy outlines the terms and conditions for speaker travel reimbursement.

Travel Reimbursement

Flat Rate Stipend

OMA will provide a flat rate travel stipend to assist speakers with their travel expenses. The specific amount of the stipend will be detailed in each speaker contract. By signing the speaker contract, speakers agree to the stipulated flat rate travel stipend.

Expenses Covered

The flat rate stipend is intended to cover all travel-related expenses, including transportation fares, meals, automobile costs, incidentals, and hotel accommodations. No separate reimbursements will be provided for these expenses beyond the agreed-upon flat rate stipend.

Travel Arrangements

Speakers are responsible for making their own travel arrangements. Any expenses exceeding the flat rate travel stipend will only be reimbursed if pre-approved by the Executive Director. In the absence of pre-approval, the maximum reimbursed amount will be the stipulated flat rate travel stipend specified in the speaker contract.

Auto

Mileage

Personal automobile travel costs and reimbursement are included within the current flat rate travel stipend.

Parking

Parking costs and reimbursement are included within the current flat rate travel stipend.

Transportation to Meeting

Taxi cab / Uber fares will be reimbursed by OMA as part of the current flat rate travel stipend.

Meals

Meals during travel to and from the conference, as well as on the day of the presentation, will be covered as part of the flat rate travel stipend. No additional reimbursement will be provided for meals.

Incidentals

Incidentals will be reimbursed as part of the current flat rate travel stipend. Expenses for spouses/guests and personal items (e.g., in-room movies, sports, sightseeing tours, entertainment, laundry, dry cleaning, etc.) are not reimbursable unless specifically pre-approved by the OMA Executive Director.

Hotel

Hotel costs incurred are also included as part of the flat rate travel stipend. Speakers wishing to seek reimbursement for additional hotel nights must obtain prior approval from the Education & Event Director or Executive Director.

Registration to OMA Conferences

Conference speakers will receive complimentary registration. To earn Continuing Medical Education (CME) participation credits in addition to the complimentary registration, speakers must attend the courses.

Expense Review

To qualify for the full flat rate travel stipend, speakers must adhere to the terms of the OMA Speaker Agreement and submit their completed education presentation materials by the deadline set by the OMA Education team. Any reimbursement request falling outside the confines of this policy must be pre-approved by the OMA Secretary/Treasurer and Executive Director.