Reimbursement Policy: 2024 Joint Midyear Meeting

Illinois State Bar Association | Illinois Judges Association
December 12 – 13, 2024
JW Marriott Chicago
151 West Adams Street, Chicago (map and directions)

Special Reimbursement Policy for Assembly, Standing Committees and Section Councils

For the 2024 ISBA Midyear Meeting: The Board of Governors has determined that standing committees and section councils are generally required to hold organizational meetings for 2024-2025 during the Midyear Meeting at the JW Marriott or the Chicago Regional Office.

Special Reimbursement Policy: As a result of the foregoing, the normal ISBA reimbursement policy has been altered for business meetings held during the 2024 Midyear Meeting.  Persons attending such meetings will be entitled to reasonable and necessary reimbursement in accordance with the following:

1. Lodging - Reimbursement will be provided for the night preceding a morning meeting or the night following an afternoon meeting 12 p.m. and after.  Multiple meetings in the same time period (morning or afternoon do not receive multiple night reimbursement, unless special approval has been granted by the Assistant Executive Director for Administration and Finance.  Reimbursement is limited to 90% of the actual amount up to a maximum of $217.66.
   
   For Annual and Midyear Meetings, the Association is required to reserve a significant block of guest rooms at the headquarter hotel(s) as well as guarantee that members will use a large percentage of the reserved rooms. If we fail to use the contracted number of guest rooms, we pay a penalty. As a result, members who will be requesting reimbursement of expenses in conjunction with these meetings, must stay at the headquarter hotel. In the event the room block sells out, members having to seek alternate arrangements will be eligible to seek reimbursement pursuant to the Reimbursement Policy, provided the alternate reservation was secured after the headquarter hotel sold out. Reimbursement Forms will be distributed at each Business Meeting, including at the conclusion of the Assembly Meeting and must be submitted within 45 days of the meeting.
2. Transportation - Coach class airfare is limited to 90% of the actual amount up to a maximum of $315.00.  Rail fare is reimbursed at 100% of actual fare expenditure when the expense for mileage and parking would be higher than actual rail fare expense. Personal automobile travel is reimbursable at $.60 per mile and highway tolls up to 90% of actual are reimburseable.  Rental car reimbursement is limited to 90% of the actual amount up to $.60 per mile. The cost of local transportation to and from terminals up to 90% of actual is also reimburseable;
3. Parking - The actual cost of parking is reimbursable up to 90% of the actual amount.
4. All attendees are subject to the requisite $75 registration fee; $100 after Nov. 22, 2024.
5. The deadline to receive the Early Bird Online Registration Fee is November 22, 2024. After this time, the fee increases to $100. On-site registrations will also be taken at a fee of $100. All Midyear Meeting attendees, including business meeting participants, are subject to the requisite lawyer registration fee. Any member requesting reimbursement of expenses who has not yet paid the registration fee, will have $100 automatically deducted from the reimbursement amount.

Questions concerning appropriate reimbursement should be directed to the Director of Administrative Services prior to the meeting.

As amended 10/24