EAS is a non-profit, volunteer organization servicing analytical professionals; we strive to offer a Technical Program of the highest possible quality. Therefore, EAS will reimburse expenses associated with your invited session that are NOT reimbursed by your employer or sponsor. The financial support from your employer will ensure continued funding of the best possible scientific technical program at EAS in future years.

If you plan to submit your expenses for EAS reimbursement, please take this opportunity to review the travel and logistic information before incurring any expenses.

The EAS has assigned a modest budget for each invited session to provide reasonable airfare, lodging, and ground transportation for invited speakers. Allocation of the available funds for each invited paper session is at the discretion of the session chair. All invited speakers must check with their session chair for their individual allocated budget prior to the event. The total expenses for reimbursement of the invited speaker must NOT exceed this allocated amount.

REGISTRATION

• All invited speakers will receive a complimentary full registration to attend our meeting and exposition. In addition, speakers will also be invited to EAS special functions including the President’s Reception and Networking Mixers. An email for your complimentary registration will be sent before the meeting. If you pay for the registration yourself, we cannot reimburse you.
• The EAS has assigned a modest budget for each invited session to provide reasonable airfare, lodging, and ground transportation for invited speakers. All invited speakers must check with their session chair for their individual allocated budget prior to the event. The total expenses for reimbursement of the invited speaker must NOT exceed this allocated amount.

HOUSING
Housing information is posted on our website at click here for details

1. All Invited Speakers must make their housing reservation online. Information can be found at eas.org/housing/ before October 01, 2024, to guarantee a room. If you have trouble making a reservation or it appears that no rooms are available at the rate, please reach out to AskEAS@eas.org for assistance.
2. We only reimburse hotel expenses for the day before your first presentation with the checkout being the day after your last presentation. EAS will not cover the cost of any additional nights and expenses on site.
3. If you live less than 50 miles from the Crowne Plaza Princeton, EAS will cover only one night for the invited session within the allocated budget.
4. EAS will not reimburse for other personal expenses, such as Pay-per-view TV, valet parking, mini bar, phone, internet connection, flight insurance, presentation preparation, rental of A/V equipment, laundry, room services, entertainment of other speakers, conferees, spouse, personal items such as clothing, jewelry, entertainment, souvenirs, gifts or laundry service, etc.
5. Attach the original hotel receipt of daily charges showing a zero balance to your expense report, with the appropriate days circled for expensing. EAS will not reimburse any booking that is outside of EAS reserved block.
6. If for any reason you decide not to attend the Symposium, it is your responsibility to cancel any hotel accommodation. EAS will not reimburse for any lodging or any other associated fees.

AIR TRANSPORTATION

1. The closest airports are Newark Liberty International Airport (EWR) or Trenton-Mercer Airport (for Frontier Airlines). Philadelphia International Airport (PHL) is also an option. Visit our website for additional airport transportation options and directions.
2. Airline reservations should be made on your own; however, if you choose to use a travel agent/agency or service, EAS will not reimburse any service fee charged by a travel agency or airline fees.
3. Domestic invited speakers will be reimbursed up to $400 and international invited speakers up to $800 for air transportation, with no exceptions. We will reimburse the equivalent of round-trip coach fare from your hometown to EAS. No first-class or business-class tickets will be reimbursed.
4. No change fee, cancellation fee, or club access fee will be reimbursed.
5. Luggage fees will be reimbursed for one checked bag. You will not be reimbursed for overweight baggage penalties.
6. We encourage invited speakers to book their flights no later than 30 days before the symposium date to be within the lower airfare timeframe for most airlines.
7. EAS will not reimburse any airfare or penalty fee if you choose not to attend the Symposium. It is your responsibility to cancel any airline reservation.

GROUND TRANSPORTATION

• Individual travel to/from your local airport, train stations, as well as between the hotels and the Crowne Plaza conference center should be coordinated on your own. If you have trouble, please reach out to AskEAS@eas.org for assistance.
• Taxi, shuttle, Uber, Lift, or other reasonable service can be used to travel to/from an airport to EAS. EAS will reimburse up to $175 round trip to/from airport to EAS.
• Original receipts for any form of ground transportation, such as trains, airport shuttle, Uber, Lift, are required. No shuttle services are provided by EAS.
• Rental car requires pre-approval from the Program Chair before expense if the rental from the airport to EAS is estimated to be less than $175. The speaker will bear any additional related costs such as auto insurance. Rental car from home to EAS is not reimbursable.

PERSONAL CAR TRANSPORTATION

• Travel by personal automobile will be reimbursed from your residence to EAS at $0.30/mile according to the IRS non-profit organization rate. The total reimbursement must not exceed the coach airfare, which is up to $400 round trip.
• Attached a copy of Google Maps or MapQuest from your residence to EAS to support the mileage used to your expense report. All tolls must be accompanied by a receipt to be reimbursed.
• EAS will not reimburse any personal car transportation less than 50 miles/one way (or 100 miles roundtrip) or if you decide not to attend the Symposium.
• Click here for driving directions

MEALS

• The EAS will not reimburse for meals incurred for EAS disregarding the budget allocation.

MISCELLANEOUS EXPENSES

• EAS will NOT reimburse for other hotel-related expenses (pay TV, valet, mini bar, telephone, internet connection, faxes, etc.).
• EAS will NOT reimburse for: flight insurance; presentation preparation of slides, overheads, handouts, etc.,; audiovisual equipment; entertainment of other speakers, conferees, spouse, etc.; or the cost of purely personal items, such as clothing, jewelry, entertainment, souvenirs, personal telephone calls, gifts, and laundry service.

EXPENSE REPORTS

• Please carefully read this comprehensive expense guideline for complete details on expenses to avoid denial of reimbursement. Original receipts for housing, transportation, and other allowable expenses must accompany your expense report. A copy of the expense report can be obtained at the Program or Short Courses Office.
• Please arrange all receipts in chronological order with the hotel bill first, airline expenses, ground transportation, tolls last. The receipts can be scanned and attached electronically. EAS will not reimburse anything without a receipt and will not be responsible for any loss or missing receipts.
• It is imperative that you submit your complete expenses report within 30 days of the event. The Total Expenses of the invited speaker must not exceed the allocated amount by the Session Chair. If you fail to do so, you will forfeit your right to reimbursement. This policy will be enforced in order to ensure adequate time for processing your expenses before the end of the EAS fiscal year.
• If an invited international speaker cannot accept a check, a wire transfer will be made after the meeting. There will be a $40.00 bank fee subtracted from the reimbursement for a wire transfer. The following information must be provided:
  • Name and address of company or person:
  • Name on bank account (this has to be exactly as bank has it):
  • Account Number:
  • Routing Number:
  • IBAN and/or SWIFT code for international wires:
  • Bank name:
  • Full address of bank (street, city, and zip):
• *Note: EAS is a cash free venue. No cash will be distributed.
• If you are not seeking reimbursement, please inform the session chair and the EAS Program Chair of that decision.

Please direct inquiries to:
Bernadette Taylor
EAS Executive Secretary
askeas@eas.org
732-449-2280

We look forward to welcoming you to the EAS Symposium and Exposition! We appreciate your support in keeping the cost of EAS reasonable while delivering an outstanding scientific program to analytical professionals. If you have any questions or if we can be of further service, please reach out to AskEAS@eas.org for assistance.

Safe travel!
2024 EAS President and EAS Program Committee