SWS Cost Share Policy

Revised on November 29, 2022:

Cost shares are only available to SWS Members at the Winter Meeting. Officers and Chairs are eligible to receive a travel subsidy (not subject to the cost share) at the Winter Meeting and Summer Meeting of up to $750. Officers and Chairs must also stay within the SWS Hotel Block at the Winter Meeting Hotel in order to be eligible for the funds. 

SWS Award winners who receive a travel grant (from SWS) are not subject to a cost share. All other travel subsidies, such as from a University, are subject to the cost share.

In the past I only had to attend the business meeting and be a member to receive reimbursement. What is different about it this time?

The SWS Member cost share program is participation-based. You are eligible for receiving up to $350 in travel reimbursement if you meet the following criteria:

  1. You must be a member by the start of the Winter Meeting.
  1. You must stay within the SWS Hotel Block at the meeting hotel.
  1. You must actively participate in the Winter Meeting. The following activities qualify as having actively participated. You must complete at least one:
      • Attend the Business Meeting
      • Present a paper
      • Be a panel presenter
      • Participate in another meaningful way (eg. Breakfast with Scholars, hosted dinners)

How it works?

Everything is processed electronically! Panel presenter/paper presenter names will be taken from the final program. Simply submit your receipts. Your name will be crosschecked against our records and reimbursement will be issued within 4 weeks.

We will have an online system set up for you to easily submit your receipts for processing. It is very important that you follow all of the instructions to ensure efficient processing. Please contact Barret Katuna at swseo.barretkatuna@outlook.com if you must mail your receipts. The Executive Office prefers that you use this online system.

We will also be implementing a system where you will be able to submit your airfare receipts and hotel reservation materials ahead of the meeting and we will have checks available for pickup at the 2023 Winter Meeting. Please stay tuned for more information on this that we will make available in December 2022.

Should you need to mail your receipts, they must be postmarked by March 1, 2023 or you will risk forfeiting your travel subsidy.


P.O. Box 150

South Glastonbury, CT 06073

What items are eligible for reimbursement?

Flights, ground transportation to/from the airport or conference space, airport parking, mileage (if driving), long distance bus tickets (e.g. Greyhound, Peter Pan), train tickets (e.g. Amtrak), and lodging are eligible to be reimbursed. Airline miles are not eligible for reimbursement. 

What items are not eligible for reimbursement?

Registration costs, Food, and any other items not directly affiliated with the Winter Meeting will not be reimbursed.

What is cost sharing?

Cost sharing means that you are responsible for a certain amount of your travel/lodging expenses based upon your annual income. Please use the chart below to determine how much you are responsible for. Members can receive up to $350.


 Income Level:            Responsible for:

0-25K                          $50

26K-35K                     $75

36K-45K                     $100

46K-55K                     $150

56K-65K                     $200

>66K                            $250

So, for example, if your receipts total $450.00 and you fall under the 0-25K income level, you will receive $350 (you are responsible for $50, but the most you can receive is $350). If your receipts total $400 and you fall in the 56K-65K income level you will receive $200 (you are responsible for $200). Cost shares do not apply to award winners who receive travel funds for a specific amount.

I drove to the Winter Meeting, should I send you my gas receipts?

No. We will reimburse you for mileage at the current federal rate. In order to receive reimbursement for mileage, we require proof of total miles driven to/from the event. This can be provided in the form of Google Map Directions or MapQuest Directions that states the mileage driven both ways.  We are not able to reimburse gas receipts! If you carpooled, please note this and divide the cost by the number of people in the car.

 It’s been more than 4 weeks since I’ve submitted my check, where is it?

Please email Barret Katuna at swseo.barretkatuna@outlook.com to see the status of your reimbursement only if it has been at least 4 weeks since submitted your request.

I think I lost my reimbursement check. What should I do?

Please email SWS Executive Officer, Barret Katuna, at swseo.barretkatuna@outlook.com and she will confirm with our bank records that your check has not yet been cashed. Barret will then stop payment on your check and there. There will be a $35 fee for re-issued checks due to misplacement. The $35 covers the cost associated with issuing a stop payment. Please cash your check within 180 days of receiving it.