REIMBURSEMENT GUIDELINES

ACVO/ABVO ONLINE REIMBURSEMENT REQUESTS

WHO CAN SUBMIT FOR A qualified reimbursable acvo/abvo expense?

The ACVO and ABVO provide for an online submission of expenses toward official meetings and activities. Board and committee members, and hired speakers may submit for reimbursement using the below summary spreadsheet and online form. Additionally this form is to be used by any ABVO resident of an ACVO Member who is due to receive a one-time reimbursement of up to $500 toward their registration in the Basic Science Course or the ACVO Vision for Animals Course. *For resident reimbursements, please submit after the course is completed so we may verify attendance.

how do i submit a refund request for a qualified reimbursable acvo/abvo expense?

After the expense date has occurred, please submit this reimbursement request form and attach this summary expense spreadsheet (in Excel), along with scanned itemized receipts. Only complete requests will be processed, allow 2-3 weeks for payment receipt via check. Please contact the ACVO with any questions.

review reimbursement qualifictaion guidelines for submission

Covered related to the ACVO Conference:

• For committees or boards, meeting 8am – 5pm, Mon/Tues/Wed, a hotel room night will be reimbursed toward the prior evening’s hotel at the group rate (including all fees). If the room has been upgraded the spread of the rates will not be reimbursed. (Exam is two nights)

• For committees or boards, meeting Noon – 5pm, Mon/Tues/Wed, if your flights require you to arrive the day earlier in order to attend by Noon, then ACVO will reimburse the prior evening’s hotel at the group rate.

• For those attending meetings Mon/Tues/Wed, if you pay parking at your home airport, that fee will be reimbursed when submitted.  

Not covered:

• Hotel nights for committee members who are meeting during general conference dates when they would have already been on-site to attend the event. (E.g. Journal, MPOC meet during conference for a lunch and would not qualify).

• Transportation to the conference, flights to and from, transfers to/from the airport, food, Wi-Fi, telephone fees, etc., while traveling to or from the conference, or on site during the conference.

• Car rentals without prior permission.

• Additional meals not provided for or arranged by the ACVO for official committee work. (Exam is the only exception in that they also need Tuesday meals)

• Personal items, movies, upgraded streaming services, or any unreasonable submissions.

Guidelines related to ABVO Exam Committee managing exams in the summer:

• For those traveling to and from the summer in-person exams. Approved committee members or guest members approved to attend by the exam chair will be reimbursed for:

  • Flights roundtrip that meet the current guidelines as defined by the ACVO. Generally; Basic Economy tickets, traveling from the home airport to the Exam City main airport and back. Multi-leg trips need pre-approval. (US flights beyond ~$750; or International flights above a set limit annually need to be approved, contact the ACVO office for requests)

  • Hotel rooms (will be provided by the ACVO at the expense of the ACVO).

  • Meals while traveling or on-site, beyond those provided by the Exam Committee on-site or pre-arranged by the Committee Chairpersons.

  • Transfers at home, mileage at home, parking at home airport, upgrades. Transfers to and from the airport to hotel and back. Group transfers if a group is having meals together. Please note car rentals are not reimbursable unless pre-approved.

Note that international reimbursement requests will be made via wire, in US Dollars, with the closest estimate possible provided by online conversion programs unless the submission shows the real-time exchange rate as different. Please contact the ACVO with any questions.