ISCB Expense Claim Reimbursement Process
Here you will find an expense claim form. Please be sure to complete the top half of the information as that information will be used to create a vendor profile in our billing system. Once your information is loaded to the system, you will be sent an email from Bill.com to complete your banking information. ISCB sends payments via electronic funds transfer in either the form of an ACH or wire.
The claim form will ask you to enter the currency in which the expenses took place as well as exchange rate for which you want to be paid. To calculate the exchange rate, you may provide a copy of your credit card statement or pull the rate of the day using http://www.xe.com/travel-expenses-calculator/. The ISCB official reimbursement form must be completed as we will not accept only the xe.com form. You may also submit a copy of your credit card statement showing the expense as it was charged on your credit card.
ISCB reimburses for expenses:
- North America: electronic funds transfer in US dollars.
- Non-North America: payment by wired funds transfer in currency of speaker.
NOTE: Wire transfer fee incurred by the recipient are not the responsibility of ISCB.
Your name: Type the name exactly as it should appears on your bank account (this might be your institution name).
Email: Enter the email address where you would like to be sent your vendor profile link from Bill.com
Mailing Address: Please type the full mailing address that is associated with your bank account.
Foreign Exchange “Hidden” Charges: For each field you should put 0 in the box if the fees and commissions were charged separately by your credit card company and Foreign cash exchange provider (currency exchange house) and not built in. Otherwise, you must use the % that matches your cc co. or currency exchange % so the credit card statement amount matches this form.
Expense description: Each item being claimed should be entered in date order in the currency that it was expended. Please enter brief, but explanatory expense descriptions.
Each item being claimed should be supported by a detailed itemized receipt attached to the form in the same order as entered on the form. If the currency of the charge was converted to a different currency by your credit card company, the credit card statement(s) that show the amounts charged to you should be included with the receipts. ISCB will not reimburse any claims without detailed itemized receipts.
Submitting your expenses to ISCB: When completed, send the form, with a scan of your receipts and credit card statement(s) as one (1) PDF to This email address is being protected from spambots. You need JavaScript enabled to view it..
When submitting the form please verify that receipts are attached to follow the date order of the expenses listed on the form. Please keep the originals for yourself so you will have the originals if the submitted version is lost or unreadable.
As there are many individual reimbursements to be processed following each conference, following the guidelines exactly as noted above will help ensure your reimbursement can be processed without delay. ISCB payments are processed monthly, so you should expect to receive your check within 3-5 weeks of our receipt, if not sooner.
Allowable Expenses:
- Reimbursable expenses include:
- Budgeted or pre-approved travel (economy class airfare, lowest fare). Upgrades can be purchased at your cost with the understanding only the lowest fare amount will be reimbursed. If upgrading please contact the conference manager for pre-approval and confirmation of lowest airfare rate). Travel should be booked at least one month in advance to ensure lowest rate fares are available.
- Ground transportation, mileage (for personal automobile use), and parking – you can be reimbursed for transportation between residence/office and local airport and between airport and the conference hotel/venue, and in both cases the return portion. Only taxi, public transit is eligible for reimbursement. ISCB will not reimburse for private sedan, limousine, or car services. Private automobile usage mileage is reimbursable at the current IRS rate, and a printout from mapping software that shows starting/ending addresses and total miles traveled is required as the “receipt.” Travel to non-conference related meetings or meals during your stay for the conference are not eligible for reimbursement.
- Meals – ISCB will reimburse up to 85$ USD per day for meals that are required during your staay for the conference and that are not incldued in the conference program. Receipts must be provided. Alcohol is not a reimbursable expense - a bill that includes alcohol must have the alcohol amount, including portions applicable to tax and tip, deducted.
- Non-Reimbursable expenses include:
- ISCB Membership
- Internet – both on the plane and in the hotel when not complimentary
- Alcohol with meals
