KTRN Travel and Reimbursement Guidelines


 

 

Expense Reimbursement Policy Overview

It is the policy of the Rosenau Family Research Foundation (RFRF) to reimburse KTRN attendees, as noted below, for reasonable and necessary expenses incurred during the KTRN meeting.

RFRF will only reimburse eligible expenses for attendees who are on the RFRF Board of Directors, Scientific Advisory Committee and KTRN Steering Committee or speaking during the KTRN meeting. Meeting attendees seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or the appearance of impropriety. Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources. If a circumstance arises that is not specifically covered in this travel policy, then the most conservative course of action should be taken.

Travelers should review reimbursement guidelines before traveling to the KTRN meeting to determine eligible reimbursable expenses. RFRF reserves the right to deny reimbursement of travel-related expenses for failure to comply with policies and procedures.

RFRF encourages attendees to utilize institutional money when possible. Attendees may also want to consider utilizing expenses as a tax deduction instead of submitting an Expense Reimbursement form.
 

Reimbursements

Requests for reimbursement of travel-related expenses will be submitted on an Expense Reimbursement form. This form must be accompanied by supporting documentation such as an itemized receipt*. The Expense Reimbursement form must be submitted to Heather Techmeier at heathertechmeier@rosenaufoundation.org within 30 days after the trip is completed. Forms not submitted within this timeframe will not be accepted.

Reimbursement of travel expenses is based on documentation of reasonable and actual expenses supported by the original, itemized receipts. The following items that may be associated with attending the KTRN meeting will be reimbursed by RFRF as detailed in each section below:

Airfarae & baggage

RFRF will not be utilizing the services of a travel agency to book meeting attendees’ airfare. Each attendee is responsible for making air travel reservations. Air travel must be booked as far in advance as possible to take advantage of reduced airfares. RFRF will only reimburse for the cost of the two lowest tiers of flight classifications (commonly called economy class and main), and from the airport nearest to the meeting attendee’s home or office to the airport nearest to RFRF’s business destination. Using these requirements, the maximum reimbursement for airfare will be $750. In addition, RFRF will also reimburse the cost of one checked bag, not to exceed $75.

Please note: If ticket options are limited due to not reserving more than 30 days prior to take-off, RFRF will only reimburse up to the cost of the economy/main class fare. If there are changes in your flight due to RFRF schedule changes, RFRF will cover the charges for the flight changes. If the flight changes are due to personal schedule conflicts it will be the attendee’s responsibility to cover the additional cost. If the attendee does not use the flight after it is booked, they will not be eligible for reimbursement from RFRF for the flight since they can utilize the flight at a different time within the next year.

Mileage

Meeting attendees who utilize personal vehicles for the KTRN meeting because they are in-state and within driving distance are required to have a valid driver’s license and, at least, the minimum insurance coverage required by law. Mileage will be reimbursed at the current allowable IRS rate. The standard mileage IRS rate beginning January 1, 2026, for car use (van, pickup or panel truck) will be 72.5 cents per mile for business miles driven. Miles submitted for reimbursement should not include any personal miles. Primary insurance for attendees who use their personal vehicles for business purposes shall be through their own personal automobile insurance policy and responsible for any damage to the vehicle and liability. The expenses related to gasoline consumed by personal vehicles are the responsibility of the attendee. The owner/driver of the vehicle is responsible for all parking fines and moving violation tickets.

Please note: IF the KTRN meeting location does not offer complimentary parking, attendees who utilize personal vehicles for travelling to the meeting may be reimbursed for parking fees incurred only at the meeting location and only during the scheduled meeting duration time.

Transportation Fees

RFRF will only reimburse either: 1) the cost of mileage to/from the departure airport nearest to the attendee’s home or office, or 2) parking near/at the departure airport nearest to the attendee’s home/office.

RFRF will not reimburse for transportation to/from the arrival airport at the KTRN meeting destination. It is RFRF’s expectation that attendees will utilize the meeting hotel venue’s free shuttle service that is available.

Lodging

The cost of overnight lodging (room rate) will be paid for directly by RFRF only during the meeting (checking in on March 18th, 2026 – checking out on March 20th, 2026).

Please note: Rosenau Family Research Foundation has already secured a hotel reservation for eligible attendees (as defined above) at the KTRN meeting venue, Hilton Minneapolis/Bloomington (located in Bloomington, MN) as part of our group to ensure you are booked at the group rate and are included in RFRF’s direct payment.

If an attendee decides to extend their stay before or after the meeting dates, the hotel has extended the group rate; however, the additional dates will be at the expense of that attendee. Also, RFRF is not responsible for incidental charges for your lodging. Please be prepared to provide a credit card upon arrival, by hotel policy, for such charges incurred. If you have any questions regarding your lodging, please contact Renea Muellerleile at (612) 384-1089 for assistance or email ktrn@rosenaufoundation.org.

Meals

Meal allowances are applicable for in-state overnight travel and all out-of-state travel, that is 45 miles or more from the meeting attendee’s home.

RFRF’s reimbursement rates are based on the U.S. General Services Administration Guidelines, which vary by city location. In addition to meals these rates include incidental expenses such as service tips (e.g., housekeeping or porter tips). Incidental expenses, unless specifically cited in the KTRN Reimbursement Guidelines, will not be reimbursed.

Primary Destination

County

M&IE

Total

Continental

Breakfast / Breakfast

Lunch

Dinner

Incidental Expenses

First & Last Day of Travel

Minneapolis

/ St. Paul

Hennepin

/ Ramsey

 

$92

 

$23

 

$26

 

$38

 

$5

 

$69

 

Reimbursements are based on departure and return times over the entire 24-hour day and are prorated accordingly.

The KTRN meeting event includes an evening welcome reception on Wednesday, 3/18/26, breakfast, lunch and dinner on Thursday, 3/19/26 and breakfast and lunch on Friday, 3/20/26. When meals are provided during the meeting the reimbursement allowance for that meal may not be claimed. The per diem noted above is only applicable on the first and last days of travel.

Travelers are required to follow RFRF’s policies and reimbursement guidelines when requesting reimbursement for business meals. Original itemized receipts* are required for reimbursement allowances. Reimbursement allowances are reimbursed after the trip is completed and the Expense Reimbursement form has been completed, due within thirty days of completion of the KTRN meeting event.

Non-reimbursable Travel Expenses

The following items may be associated with traveling for the KTRN meeting but will not be reimbursed by the Rosenau Family Research Foundation, such as, but not limited to:

  • Airline club memberships.
  • Airline upgrades.
  • Alcoholic Beverages.
  • Business class or first class for all flights.
  • Childcare, babysitting, house-sitting, or pet-sitting/kennel charges.
  • Costs incurred by traveler's failure to cancel travel or hotel reservations in a timely fashion.
  • Evening or formal wear expenses.
  • Haircuts and personal grooming.
  • Laundry and dry cleaning.
  • Personal entertainment expenses including in-flight movies, headsets, health club facilities, hotel pay-per-view movies, in-theater movies, social activities, and related incidental costs.
  • Telephone calls.
  • Travel accident insurance premiums or purchase of additional travel insurance.
  • Other expenses that are not related to the meeting travel.
  • Additional costs for travel, lodging, meals or other travel expenses for spouses or other family members.

*An itemized receipt is a receipt that shows all the items that were purchased on your trip. Itemized receipts help us confirm that the correct item was purchased. Please note: A credit card or payment slip will not be accepted.