OUR REIMBURSEMENT POLICY
Debaters are never expected to pay out of pocket to attend a tournament.
We believe debate activities should be inclusive and accessible to everyone regardless of their socioeconomic background.
Housing, transportation, and food are always covered by the team.
Housing and transportation are arranged by the Treasurer and Vice President while food and other expenses are covered through a reimbursement system.
SUBMITTING YOUR REIMBURSEMENT
DOWNLOAD YOUR REIMBURSEMENT FORM
- Save each and every receipt and make sure they are itemized (with the food listed).
- Download the reimbursement form (above), make a copy, and complete the form.
- Turn in your reimbursement form and receipts to the Case Captain by the Thursday after the tournament.
- Alcohol purchases are not reimbursed.
REIMBURSEMENT PROCESSING
SET UP A DIRECT DEPOSIT HERE
Once you have submitted your reimbursement form and receipts to the Case Captain, they must go through Accounts Payable. You will receive a check in your school mailbox or a direct deposit within 2-3 weeks. If your reimbursement does not arrive or is lower than what you expected, talk with the Treasurer or Case Captain.
REIMBURSEMENT BUDGET
Each debater is allowed a certain budget for each tournament. The amount varies for the length of the tournament and what food is provided and accommodated. A meal can be reimbursed only when the host school does not provide it. The budget is calculated using the template below:
Breakfast = $5
Lunch = $10
Dinner = $15
Other (ex. snacks or hot drinks) = $4
Transportation expenses = Fully reimbursed!
If a dietary restriction or extenuating circumstance causes you to go over budget, let the Treasurer and Case Captain know.
TOURNAMENT FOOD EXPECTATIONS
TYPICAL MEALS
- Breakfast: Usually bagels, pastries, orange juice, and coffee.
- Lunch/Dinner: Usually pizza, tacos, Indian food, or Chinese food.
- Accommodations: A typical tournament will have at least one vegetarian/vegan option, and they try to accommodate for all dietary needs. Participants are asked to fill out a form before the tournament begins to indicate any dietary restrictions (see below).
You are expected to eat the food provided by the host school unless you have a dietary restriction for which the tournament has not provided.
DIETARY RESTRICTIONS
ALLERGIES - INTOLERANCE - VEGETARIAN - VEGAN - RELIGIOUS AND SPIRITUAL LIMITATIONS
You must indicate your dietary restriction when registering for a tournament. If you don't, the host school cannot and will not do anything for you!
The host school is responsible for providing you one of the following options:
- an accessible meal
- a stipend to purchase your own food
- free access to their dining hall
If none of these situations occur, speak with the people at the meal area or an equity officer. If they cannot accommodate your dietary restriction at that point, then you can purchase your own food and get reimbursed.
OTHER REIMBURSEMENTS
TOLLS - PARKING - TRANSIT - BUS - SUBWAY - UBER - LYFT - LODGING - UNFORESEEN EXPENSES
Save the receipt and record the expense at the bottom of the reimbursement form.
For Uber and Lyft receipts, you can simply print the electronic receipt you receive in your email or account.
If you are unable to front costs for the debate team, you will not be expected to.
OTHER IMPORTANT INFORMATION
Debaters are never expected to pay out of pocket to attend a tournament.
We believe debate activities should be inclusive and accessible to everyone regardless of their socioeconomic background.
Housing, transportation, and food are always covered by the team.
Housing and transportation are arranged by the Treasurer and Vice President while food and other expenses are covered through a reimbursement system.
SUBMITTING YOUR REIMBURSEMENT
DOWNLOAD YOUR REIMBURSEMENT FORM
- Save each and every receipt and make sure they are itemized (with the food listed).
- Download the reimbursement form (above), make a copy, and complete the form.
- Turn in your reimbursement form and receipts to the Case Captain by the Thursday after the tournament.
- Alcohol purchases are not reimbursed.
REIMBURSEMENT PROCESSING
SET UP A DIRECT DEPOSIT HERE
Once you have submitted your reimbursement form and receipts to the Case Captain, they must go through Accounts Payable. You will receive a check in your school mailbox or a direct deposit within 2-3 weeks. If your reimbursement does not arrive or is lower than what you expected, talk with the Treasurer or Case Captain.
REIMBURSEMENT BUDGET
Each debater is allowed a certain budget for each tournament. The amount varies for the length of the tournament and what food is provided and accommodated. A meal can be reimbursed only when the host school does not provide it. The budget is calculated using the template below:
Breakfast = $5
Lunch = $10
Dinner = $15
Other (ex. snacks or hot drinks) = $4
Transportation expenses = Fully reimbursed!
If a dietary restriction or extenuating circumstance causes you to go over budget, let the Treasurer and Case Captain know.
TOURNAMENT FOOD EXPECTATIONS
TYPICAL MEALS
- Breakfast: Usually bagels, pastries, orange juice, and coffee.
- Lunch/Dinner: Usually pizza, tacos, Indian food, or Chinese food.
- Accommodations: A typical tournament will have at least one vegetarian/vegan option, and they try to accommodate for all dietary needs. Participants are asked to fill out a form before the tournament begins to indicate any dietary restrictions (see below).
You are expected to eat the food provided by the host school unless you have a dietary restriction for which the tournament has not provided.
DIETARY RESTRICTIONS
ALLERGIES - INTOLERANCE - VEGETARIAN - VEGAN - RELIGIOUS AND SPIRITUAL LIMITATIONS
You must indicate your dietary restriction when registering for a tournament. If you don't, the host school cannot and will not do anything for you!
The host school is responsible for providing you one of the following options:
- an accessible meal
- a stipend to purchase your own food
- free access to their dining hall
If none of these situations occur, speak with the people at the meal area or an equity officer. If they cannot accommodate your dietary restriction at that point, then you can purchase your own food and get reimbursed.
OTHER REIMBURSEMENTS
TOLLS - PARKING - TRANSIT - BUS - SUBWAY - UBER - LYFT - LODGING - UNFORESEEN EXPENSES
Save the receipt and record the expense at the bottom of the reimbursement form.
For Uber and Lyft receipts, you can simply print the electronic receipt you receive in your email or account.
If you are unable to front costs for the debate team, you will not be expected to.
OTHER IMPORTANT INFORMATION
- Every person should get their own receipt.
- Do not get a group receipt and cross out or highlight items.
- Ask the server at the very beginning of the meal for separate receipts. It will be easier for you and them when you need to pay.
- Please be responsible with your spending. Just because you can spend it all, doesn’t mean you need to.
- If you purchase alcohol at a meal, simply use a black sharpie to redact it. Alcohol is never reimbursed.
Members of the Middlebury Debate Society spent New Year 2020 in Bangkok, Thailand for the World Universities Debating Championship!
Contact us: debateso@middlebury.edu
