Reimbursements

Guidelines: All reimbursements must go through your IDN prior to submitting to HealthTrust. All reimbursements will be sent to your facility regardless of if a corporate or personal credit card is used. We are not able to send reimbursements directly to you or your home address.

We Will Reimburse For:

  • Designated board hotel, if it was not already covered. (For Industry Conferences, HealthTrust may ask board members to secure their own hotel room and submit the charges for reimbursement.)
  • Parking at the hotel, if it was not already covered.
  • Mileage - members that drive must contact BCD travel (800-892-4188) to receive a driving quote* and provide mileage documentation via MapQuest or Google Maps ($0.70/mile rate). The total cost of mileage is reimbursable up to the cost of the airline ticket quote provided by BCD. Please note, submitting for mileage reimbursement is in lieu of airfare.
  • Either ground or surface parking at the airport.
  • Travel day meal, within reason, without alcohol.
  • Lyft, only if you cannot get the app to work.
  • Meals, if instructed that we will not be providing it.
  • Registration fees for a conference.

We Will Not Reimburse For:

  • Any excessive charges that do not come with receipts.
  • Alcohol for meals that we did not provide.
  • Any meal, if we have provided food and beverage.
  • Snacks, coffee, beverages.
  • Checked bag fees.
  • We will not reimburse for mileage if you fly.
  • Flight change costs and fees.
  • Any update to your flight or hotel outside of the base rate.
  • Any incidentals at the hotel. This includes late check out fees.
  • Valet parking at the airport.

Note: HealthTrust provides breakfast and lunch during each meeting, including a group dinner scheduled for the first evening. This is to encourage networking opportunities. Members will dine at their own expense if they do not wish to participate, notifying the coordinator to cancel their meal.

*How to Obtain a Driving Quote: Email hca@bcdtravel.com with the subject line saying driving quote and the name of the meeting you are attending. For BCD to provide the quote (really it is a flight quote to submit with your actual mileage), they need to know what city you would be flying out of, your name, and phone number. It is always best that the request comes before the meeting takes place, preferably more than a week before the meeting begins, so they can get an accurate quote.

Instructions:

HealthTrust assumes financial responsibility for your employee’s incurred travel expenses related to their attendance at HealthTrust’s Advisory Board meetings and will reimburse each facility. All reimbursements are subject to change and review. Please follow these instructions to ensure proper reimbursement. 

1. Submit the completed expense report to your facility in accordance with their current expense report policy. The member's facility should pay for expenses that were not direct billed to HealthTrust. If you are an HCA employee, please reference the "HCA Travel Reimbursement Policy."

  • Acceptable travel expenses must be reasonable and have an appropriate business purpose. Excessive charges will require additional documentation, with no guarantee for a reimbursement. Individual, non-meal tips are not reimbursable.
  • HealthTrust should receive all expenses within 30 days of the meeting. Anything received after 30 days will be denied.
2. Fill out the Reimbursement Form (green button below) and send this, along with your receipts, to advisoryboards@HealthTrustpg.com. 
  • Upon receipt, expenses are reviewed and documentation verified. Once approved they will be submitted to Accounting for reimbursement to your facility. You will receive an email acknowledging your approved charges and your facility should expect the check within 3-4 weeks. 

If you have any questions or concerns, please contact, Elisabeth Myers. See here for Expense Reimbursement Letter, for reference.