The Alliance for Higher Education in Prison covers many costs associated with NCHEP attendance for Financial Aid recipients. This can include flights, hotel stays, conference registration, transportation to/from the airport, and/or incidentals during the conference. Below are descriptions of the reimbursable and non-reimbursable expenses related to NCHEP costs as well as an overview of the reimbursement process. Financial aid recipients should keep copies of all receipts as no expense can be reimbursed without a receipt.
FLIGHTS
Financial aid recipients who receive assistance with air travel must book their travel through theNCHEP travel agent. The Alliance will connect each financial aid recipient to the travel agent once it is time to start booking flights. Please Note: flights booked outside of the travel agent will not be reimbursed.
Eligible Expenses
Ineligible Expenses
HOTELS
All financial aid recipients needing accommodations at the conference hotel must schedule their arrangements through the Alliance for Higher Education in Prison. Hotel stays must match the dates of the conference and will either be booked once you confirm a flight with the travel agent, or if not booking a flight, in communication with the Alliance. Financial aid recipients planning to stay at the conference hotel for additional nights (prior to or following the conference) will need to book these reservations independent of the accommodations booked by the Alliance and will pay for these accommodations on their own. Please Note: All hotel stays (for the duration of the conference) must be booked with the Alliance and accommodations booked independent of the Alliance will not be reimbursed.
Eligible Expenses
Ineligible Expenses
GROUND TRANSPORTATION
The Alliance encourages all attendees to use public transit, when possible, or to share rides with others when traveling to and from the airport. With that in mind, we will reimburse for any reasonable mode of transportation to and from the airport, both from your home location and in Denver. Occasionally, it might make more sense to drive your personal vehicle or rent a car to attend NCHEP rather than take a flight, depending on your home location. In that instance, we may approve the cost of a rental car or personal car mileage in lieu of a flight (reach out to nchep@higheredinprison.org if that is your preferred arrangement).
Eligible Expenses
Ineligible Expenses
FOOD + INCIDENTALS
Unlike many other conferences, the NCHEP provides all meals for all attendees for the duration of the conference. The NCHEP Planning Committee works diligently to ensure appropriate options are available for those with food allergies or preferences. With that in mind, very few meal-related charges are reimbursable other than meals on travel days.
Eligible Expenses
Ineligible Expenses
REIMBURSEMENT PROCESS
As the conference comes to a close, all financial aid recipients will receive communication about how and where to submit any expenses for reimbursement. This will be through an online form. As such, electronic copies of receipts will be needed for all purchases in order to claim reimbursement. For paper receipts, it is recommended that you download a free app, such as Genius Scan or DocScan, that can take a photo and immediately create a PDF of the document. Each receipt should be saved separately, not as a single document with every receipt. Please look for an email and other prompts on our website and social media for further information once the reimbursement form is active, following completion of the conference.