All reimbursements are issued within 2-4 weeks after the conference. Reimbursements are issued for overpayments, cancellations and participants receiving funding from the chair of the conference.
If your payment was made to GRC via credit card, your credit card will be refunded up to the amount initially charged to the card. If you are receiving a reimbursement greater than this amount, the remaining reimbursement will be sent in the form of a check. If you did not use a credit card, your reimbursement will be in the form of a check. Please read our Uncashed Reimbursement Check Policy for more information.
Uncashed Reimbursement Check Policy
Adopted April 15, 2011
Gordon Research Conferences (the "Corporation") regularly sends to many individuals who have attended one of its conferences checks that are drawn on the Corporation's account representing its reimbursement of certain conference-related expenses properly incurred by those individuals. Some of those checks are never cashed by the conferees, despite multiple attempts by the Corporation's staff to confirm receipt. The multiple attempts to communicate with the conferees require significant amounts of time on the part of the staff, and the lack of resolution creates uncertainties with respect to the Corporation's corresponding financial obligations. Although the checks on their face become "stale" within 90 days of issue, thereby limiting presentment by the conferees as holders of the checks, the Corporation's "commitment" to reimburse the conferees' expenses remains open substantially longer, arguably for as long as 10 years (the period for which the Rhode Island statute of limitations could apply to contractual claims). Therefore, the Board has determined to adopt a policy, to be posted on the Corporation's website, with respect to uncashed checks that are drawn on the Corporation's account for the purpose of reimbursing conferees, which policy is intended to be reasonable and fair to the conferees but will provide certainty to the Corporation with respect to its financial obligations in respect thereof.
- Each check drawn on the Corporation's account that is to be sent to a conferee as reimbursement of conference-related expenses will be sent to the conferee promptly after the applicable conference is concluded and to the address of the conferee specified in the conferee's registration information.
- If the reimbursement check is not cashed within ninety (90) days after the date the check is dated, the Corporation shall send a notice, by e-mail, to the e-mail address of the conferee designated in the conferee's registration information. The notice shall advise the conferee that the reimbursement check has not been cashed. The notice may include an inquiry whether the conferee would be interested in receiving a new check drawn in the same amount or would prefer to make a donation to the Corporation in the amount of the uncashed check by waiving his or her right to reimbursement.
- Promptly following December 31 of each year, the Corporation shall send to each conferee whose reimbursement check still has not been cashed and who did not respond to the ninety-day notice described in paragraph 2 above, by letter and by e-mail to the same addresses indicated above, another notice that shall advise the conferee that the reimbursement check has not been cashed. The second notice may include an inquiry whether the conferee would be interested in receiving a new check drawn in the same amount or would prefer to make a donation to the Corporation in the amount of the uncashed check by waiving his or her right to reimbursement. If no response to the second notice is received by the Corporation by the following April 1, no further checks will be reissued as reimbursement for, and any commitment of the Corporation to reimburse the conferee for, the applicable conference-related expenses will be immediately cancelled without further notice, written or electronic, and without further action by the Corporation, unless the Director, in her sole discretion, elects to reissue a reimbursement check in the same amount as a matter of fairness under the circumstances.