Annual Assembly Call for Faculty Proposals

Faculty Travel Guidelines and Reimbursement Policy

Download the Faculty Travel Guidelines and Reimbursement Policy

It is the policy of the Louisiana Academy of Family Physicians (LAFP) to only pay expenses and honorarium to faculty upon receipt of a completed expense form accompanied by appropriate receipts. If travel is by airline, either a paid receipt or a copy of the actual airline ticket, which contains cost of ticket, MUST accompany the completed expense form.

All compensation and reimbursement will be paid to the faculty member in the form of a check issued by the LAFP once a completed faculty reimbursement voucher is submitted. Voucher is due within 30 days after the activity.  Any expenses received after 30 days will not be honored. It is understood that the faculty 's expense check must clear the LAFP checking account within 90 days. If not, the LAFP reserves the right to stop payment.

Honorarium

Applicants who are selected to present will receive:

• An honorarium negotiated between the two parties.
• Faculty will be offered a choice of a waived meeting registration fee or an honorarium equivalent to the registration fee.
• No additional amounts connected with the preparation of manuscripts or illustrative materials, including duplication, slides, etc., used in the speaker’s presentation will be paid.
• The LAFP is required by the Federal Government to issue Form #1099-MISC to each speaker that receives money from the LAFP. This is related to honorarium only.  Your Social Security Number and Date of Birth are required.

Travel

• If traveling by air, the LAFP will reimburse the lowest round-trip coach fare available 30 days prior to presentation date.
• Travel by automobile is reimbursed at $0.545 per mile, only to and from the engagement, and only up to and not exceeding equivalent airfare. Note: Mileage reimbursement will fluctuate based on IRS guidelines.
• No reimbursement for auto rentals/mileage incurred onsite or travel related repair work is permitted.
• Airport parking, shuttle services and on-site parking will also be reimbursed by LAFP (for 2 days – presentation & travel day).
• When faculty lives in the convention city, no transportation expenses will be paid.
• It is the faculty’s responsibility to make your own travel arrangements 

Accommodations

• The LAFP will reimburse for one night’s hotel lodging at the cost of the published single room hotel rate at the convention hotel.
• Room block details will be provided to all faculty members.
• Faculty is responsible for making their own room reservation by contacting the hotel directly.
• When faculty checks out of the hotel, he/she will pay or accept the charges on the bill.
• When faculty lives in the convention city, no lodging will be paid.

Meal Reimbursement

• The LAFP will reimburse faculty for meals, up to $50/day for food (receipts required for expenses over $25.00).
• When faculty lives in the convention city, no meal expenses will be paid.