Meetings

Reimbursements

Utilize this page to request reimbursement for any pre-approved travel or meeting costs covered by SWOG/The Hope Foundation.

PLEASE NOTE:

Approved travelers are notified by SWOG/Foundation staff directly. Only those who have been expressly informed of coverage are eligible to submit for reimbursement.
Reimbursement requests must be received within 30 days after travel occurs.
Complete all applicable form fields.
Itemized receipts must be attached (compiled PDF format – please no images).
If this is your first reimbursement request, please also complete the payment authorization and W-9 forms linked below and email to your travel contact.

FAQ for SWOG meeting travel Authorization form for direct payment Form W-9

"*" indicates required fields

This field is for validation purposes and should be left unchanged.

Traveler Name

Traveler Email*

Payee (who should receive this reimbursement, if different from traveler?)

Name of person submitting this form, if different from traveler/payee

Email of person submitting this form, if different from traveler/payee

Phone

Payee Address

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Please note that if your address has changed since your last reimbursement, you will need to complete a new authorization form for direct payment (linked at the top of the page).

Program

Which of the following best describes this funding or traveler? Select ‘Other’ or ‘I Don’t Know’ as needed.

Committee/Project Name

Conference/Event/Purpose

Hotel arrival date (if applicable)

Hotel departure date (if applicable)

Hotel room charge & tax

Meals

Per diem not offered. Receipts must be itemized. Meal costs must be reasonable. Reasonability is considered in the context of geographic location and may be based upon current US General Service Administration guidelines. Alcohol cannot be reimbursed.

Airfare

Coach class only, purchased at least two (2) weeks in advance of travel. Receipts must be itemized.

Mileage

Cannot exceed the cost of equivalent airfare. Multiply # of miles driven x $0.70. Please include map or start and end locations with attached receipts.

Ground transportation

$80 cap per ride. Reasonable ground transportation includes: Taxis, Lyft, Uber, ride share or public trains/buses – luxury modes such as limousines are not permitted.

Parking

Registration Fees

Membership Fees

Other

Explain "Other"

Total*

This field auto-populates. You must complete one of the fields above for a total to appear here.

We request feedback on professional development experiences to help assess the value of our programs. Please provide a few sentences describing how your attendance at this conference was helpful to your role as a patient advocate. Please be specific.

It is our goal that actively engaged members will share their knowledge and help to advance SWOG's mission to improve cancer care. How might you pass this learning on to your fellow advocates and/or respective SWOG committee(s)?

I confirm that all receipts submitted for reimbursement are clearly itemized. I understand that any receipts which are not clearly itemized may not be reimbursed.*

Yes, I confirm

Comments/Explanation of Costs (if needed)

Itemized Receipts (PLEASE UPLOAD ONE (1) COMPILED PDF ONLY. NO IMAGE FILES, PLEASE). If you are unable to provide receipts in compiled PDF format, please email them directly to your travel contact at SWOG/The Hope Foundation.

Drop files here or

Accepted file types: pdf, Max. file size: 50 MB.

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Reimbursements