Workshop Visitor
If the IMA has offered to pay your local expenses, our housing coordinator will secure accommodations for your visit. In addition to your housing, you will be reimbursed $40.00 per day for meals and miscellaneous expenses.

If you prefer to make your own housing arrangements, the IMA will reimburse you at a rate of $50.00 per day total for meals and miscellaneous expenses. Your reimbursement can be increased up to a maximum of $75 per day for all expenses if you provide receipts for your lodging.

To receive reimbursement you will receive an expense reimbursement form in your registration packet. You may complete the form at any time (up to 6 months after the event) and return it in-person, via mail, e-mail, or fax to the IMA accounting department

Long-Term Visitor
If your visit award includes funding of a monthly allowance for your local expenses, our housing coordinator will assist you in securing housing for your stay.

Visitors in residence for one month or more will be reimbursed up to the amount agreed upon in your invitation letter toward local living expenses such as housing (lodging receipts are required), meals and taxi. If you stay less than one month, the amount reimbursed to you will be prorated to the number of days you will be in residence at the IMA. Please note that if you are away from the IMA for more than two days during your visit you are required to inform visit staff so that your local per diem reimbursement can be prorated accordingly.

To receive reimbursement you will receive expense reimbursement forms in your registration packet. You may complete the forms any time after expenses are incurred but before 6 months have passed. Return forms in-person, via mail, e-mail, or fax to the IMA accounting department

Participants are expected to be present for the duration of the IMA event — this reflects the IMA's commitment to our funding agencies and to highly interactive programs. Any IMA offer of partial or full airfare reimbursement assumes that the participant will attend at least ½ of the event (e.g. 2.5 days of a 5-day workshop, 1.5 days of a 3-day workshop, excluding travel).

If the IMA has offered to pay your airfare, you must provide a receipt showing your method of payment. Please print one at the time you complete your payment if booking online. We will reimburse you the market value of the lowest cost regular round trip airfare - up to the limit specified in your invitation. If you purchase a higher priced ticket, the IMA will partially reimburse the cost, up to the lowest cost regular fare or up to the allowed amount in the invitation. The lowest cost ticket usually requires booking a ticket at least 21 days in advance of your visit.

Reasonable ground transportation costs, excluding rental vehicles, are also reimbursable with receipts. Fees charged by airlines for aisle seats are not reimbursable. IMA visitors should choose seats that are not assessed extra fees.

Please refer to your invitation letter for travel limits.

• The IMA's funding sources require that all flights be with a U.S. flag air carrier. You will not receive airfare reimbursement if any portion of the travel is with a foreign carrier. There are very few exceptions to this and they are outlined in the applicable federal travel regulations. Please read these carefully and contact IMA staff before purchasing your ticket if you think you qualify for an exception.


• Tickets (or documentation for electronic tickets) must identify the U.S. flag air carrier's designator code before the flight number (e.g., "UA" for United Airlines, "DL" for Delta, "TW" for TWA, etc.) for all flights.


• If the IMA has offered to pay your airfare, you must provide a receipt showing your method of payment. Please print one at the time you complete your payment if booking online. We will reimburse you the market value of the lowest cost regular round trip airfare - up to the limit specified in your invitation. If you purchase a higher priced ticket, the IMA will partially reimburse the cost, up to the lowest cost regular fare or up to the allowed amount in the invitation. The lowest cost ticket usually requires booking a ticket at least 21 days in advance of your visit.


• Reasonable ground transportation costs, excluding rental vehicles, are also reimbursable with receipts. Fees charged by airlines for aisle seats are not reimbursable. IMA Visitors should choose seats that are not assessed extra fees.


• Please refer to your invitation letter for travel limits.


• Participants are expected to be present for the duration of the IMA event — this reflects the IMA's commitment to our funding agencies and to highly interactive programs. Any IMA offer of partial or full airfare reimbursement assumes that the participant will attend at least ½ of the event (e.g. 2.5 days of a 5-day workshop, 1.5 days of a 3-day workshop, excluding travel).

Participants are expected to be present for the duration of the IMA event and any partial or full reimbursement for driving to the IMA assumes that the participant will attend at least ½ of the event (e.g. 2.5 days of a 5-day workshop, 1.5 days of a 3-day workshop, excluding travel).

If you choose to drive to the IMA, we will reimburse $0.565 per mile (effective January 1, 2013) and local parking costs up to the amount of the lowest cost airfare or the maximum stated in your invitation, whichever is lower. Mileage can be shown by conducting an Internet map search and printing the results. It is also helpful to do a search for the lowest cost airfare for the dates of your visit for comparison. Please keep receipts for parking reimbursement.