Below are the reimbursement guidelines for the State attendees of the 2014 Medicaid Enterprise Systems Conference.  You can download this as a PDF by clicking here.

I . PROCESS FOR OBTAINING REIMBURSEMENT:

1. Original receipts are required for all reimbursements. Photocopies of a receipt will not be accepted.

2. Special attention should be paid to the general guidelines listed below.

3. Complete the appropriate reimbursement form (see below, II. TYPES OF REIMBURSEMENT) and submit the 
reimbursement request to:

New England States Consortium Systems Organization
Attention: Finance Department
100 Century Drive, Suite 203
Worcester, MA 01606-1244

4. Upon receipt of your request the packet will be reviewed for accuracy and completeness. Inaccurate calculations will be corrected on the forms, incomplete forms will be returned to you for completion.

5. Reimbursements are only made to a person, except in the case of 90/10 funding. In that case reimbursement is to the state.

6. While we will make every effort to expedite your request it normally takes thirty (30) to forty-five (45) days to process.

II. TYPES OF REIMBURSEMENT:

1. Poster Session Participant – Each state selected to participate in the Poster Session is eligible for reimbursement of the costs directly related to the MESC for one (1) state employee. Complete a MESC 2014 Reimbursement Form and a UMW9 Form.

2. HITECH 90/10 Funding – States with available HITECH funds available are eligible to receive a ten percent (10%) up to one thousand dollars ($1,000.00) per state reimbursement for costs directly related to the MESC. Complete a MESC 2014 HITECH Funding Reimbursement Form and a W9 Form.

3. NESCSO Member States – Each member state is eligible for reimbursement of costs directly related to the MESC for two (2) state employees. Complete a UMass Non-Employee Reimbursement Form and a UMW9 Form.

III. DEFINITION OF REIMBURSABLE COSTS

Costs which may be reimbursable include the following: government registration fees, transportation to and from the conference, meals not provided during the conference hours, hotel rooms, and parking. See General Guidelines below for more detailed information.

IV. GENERAL GUIDELINES

1. AIR TRAVEL

a. Reimbursement is limited to coach travel from your home state to the Denver International Airport, and 
return to your home state.

b. Every effort should be made to utilize the discounted airfare arrangement with Southwest Air for travel 
to the conference.

c. Reimbursable travel dates are between August 14-24, 2014.

2. LODGING

a. Reimbursement is allowed for the standard government room rate of $156.00 plus taxes. Additional 
costs for room upgrades are not reimbursable.

b. Reimbursable hotel nights are for August 17-21, 2014

3. TRANSPORTATION / MILEAGE / SHUTTLE SERVICES

a. Reimbursement for travel mileage between your home address and your airport of departure is made at $.56 per mile. Documentation of your mileage calculation needs to be provided from either Google Maps or 
MapQuest.

b. Car rental costs are not reimbursable.

c. Executive car type services are not reimbursable.

4. PARKING

a. If you travel by car, overnight, self-parking is reimbursable at the daily rate of $27.00 during the 
conference.

b. Valet, or open access parking fees are not reimbursable.

5. MEALS

a. The MESC provides for the following meals:

i. Monday – Lunch
ii. Tuesday through Thursday – Breakfast, lunch

b. Meals purchased during the above times are not reimbursable.

c. Alcohol is not reimbursable.

d. If you are requesting reimbursement on a per diem basis you will need to provide us with a copy of your 
state’s per diem policy and we will reimburse for the meals not covered by the conference.

6. REGISTRATION

a. Reimbursement will be provided for the early-bird government registration fee of $435.00.

b. Registration cancelation fees and substitution fees are not reimbursable.

c. S-TAG members receive complimentary registration at the time of Early Bird registration

d. State employees serving as moderators receive reduced registration fees at the time of Early Bird 
registration

7. INCIDENTALS

a. Incidental expenses are the responsibility of the conference attendee. These include, but are not limited to:

i. Phone calls
ii. Laundry services
iii. Mini-bar items
iv. Fines for parking or moving violations
v. Personal expenses
vi. Companion expenses
vii. Movies, health club fees and other entertainment expenses
viii. Room service
ix. Tips

V.  FORMS

a. Poster Session Reimbursement Form

b. HITECH 90/10 Funding Reimbursement Form

c. NESCSO Member State Reimbursement Form

d. Umass W-9