VT2 Summit Travel Compliance FAQs
1. Why does ETS cover travel for HCPs to attend the VT2 Summit?
Healthcare professionals (HCPs) require proper training and practice on skin substitutes and innovative technology before safely using them on patients. While some education can be delivered virtually or locally, the VT2 Summit is an in-person event to ensure effective, hands-on learning.
2. What is the purpose of the travel compliance policy?
To ensure all travel-related arrangements for HCPs attending the VT2 Summit are compliant with federal and state regulations, including the Sunshine Act, while controlling costs and ensuring logistical consistency.
3. What class of airfare can be booked for attendees?
All attendees, including HCPs, must be booked in coach/economy class.
4. Are flight upgrades allowed?
- Business class may be booked only if total flight time exceeds 3 hours.
- First class is not permitted under any circumstances.
- HCPs may use personal miles or credit cards to upgrade at their own expense—ETS will not cover or reimburse any upgrades.
5. Can HCPs book their own flights and get reimbursed?
No. All flights must be booked directly through ETS. Reimbursement for independently booked flights is not allowed due to compliance and reporting requirements.
6. What airlines are preferred for booking?
Preferred carriers include:
- Delta
- JetBlue
- United
- American Airlines
- Southwest
Other airlines may be used if necessary, based on logistics (e.g., baggage policies, flight availability).
7. What if an HCP wants to drive instead of fly?
HCPs may choose to drive and will be reimbursed at the IRS standard mileage rate ($0.70/mile). A W-9 form must be submitted to Amy Montgomery (amy.montgomery@heraeus.com) for reimbursement.
8. Will ETS cover transportation to/from local airports or parking?
Possibly—but prior approval is required. HCPs must contact Amy Montgomery in advance for any reimbursement related to airport parking or local transportation.
9. Who handles the travel bookings?
All travel is coordinated through ETS’s corporate travel partner: American Express (Amex). For booking assistance, contact Amex Global Travel Support at 1-669-272-1301. Have the attendee’s record locator number handy.
10. Will travel costs be reported under the Sunshine Act?
Yes. ETS must report all transfers of value—this includes travel, meals, educational items, and lodging. If a cost breakdown is needed, email Amy Montgomery.
11. Can an HCP opt out of receiving transfers of value?
Yes. If an HCP chooses to pay for their own travel or not consume meals at the event, they can opt out of receiving benefits by contacting Amy Montgomery at amy.montgomery@heraeus.com.
12. Can ETS reimburse a spouse or guest’s expenses?
No. ETS may only cover expenses for the HCP directly attending the educational event. Expenses for spouses, guests, or companions are not reimbursable under any circumstances.