2025 HCP Compliance FAQs

I'd prefer to book my own flights for this event. Is that okay?

• Due to recent changes in our compliance policy, we are no longer permitted to allow HCP attendees to arrange their own flights for our events. To ensure Abiomed meets all required compliance rules, we will take care of booking flights for all HCP attendees. It's just one less thing you need to submit for reimbursement!

Am I allowed to fly Business or First Class?

• Business class is permitted for travel outside of North America if the total elapsed flight time (not itinerary time) of the most direct route exceeds six (6) hours.
• First class travel is prohibited.

Is Abiomed also taking care of arranging ground transportation to & from the airport?

• You will be responsible for arranging transportation (via taxi, Uber or Lyft) upon your arrival & from the hotel to the airport following the conclusion of the event.
• Uber Black, Lyft Lux, private car service and rental cars will generally not be reimbursed.

Can I extend my hotel stay & pay the difference?

• For HCPs attending this event, Abiomed will arrange & cover the cost of hotel accommodation for the duration of the meeting only. Due to our compliance policy, we may only fund HCP travel & related costs that are necessary for the legitimate business purpose of the trip. Additionally, we cannot extend an attendee's hotel stay for personal reasons using our booking platforms. So, if you would still like to extend your stay, you would need to book any additional nights via their website & pay on your own.
• Please note that extending your stay is 100% dependent on the hotel's availability on the requested night(s).
• HCPs may extend their travel but are responsible for all expenses incurred following their contracted services, including, but not limited to, later flight reservations & meals for extended personal stays. If you do extend your stay, Abiomed will only cover a one-way flight.
• HCPs must arrive and depart within close time proximity to the meeting (e.g., not to arrive earlier than approximately 24 hrs prior to the start of the event – unless more time is reasonably needed for an HCP to acclimate after a long international travel – & not to depart longer than approximately 24 hrs after the event) & Abiomed may not arrange for or reimburse expenses relating to side-trips, unnecessary extensions or stopovers, or other activities that are unrelated to the legitimate business purpose of the trip. For example, if the event ends at 5pm and there is a 7:30pm flight that the attendee is able to make, then they are to take said flight in order for Abiomed to pay for the costs. The 24 hour rule is only applicable, if there are no flights available pre or post event to get the attendee there on time and departing the same evening. 

Can I bring my significant other / guest?

• Due to our compliance policy, we cannot provide, pay for or reimburse travel or lodging for an HCP’s spouse, partner, family members or other guests (“HCP guests”).
• HCP guests may not attend Abiomed meetings or programs. HCP guests may share lodging with the HCP. No expenses incurred by or on behalf of the HCP guests will be paid for or reimbursed by Abiomed.

Which expenses can I submit for reimbursement?

As long as detailed/itemized receipts* are provided no later than 14 days after the event with the completed reimbursement form, the following expenses are reimbursable for this event:

• Modest meals** on travel days [if not provided by the program]; Receipts containing only alcoholic drinks will not be reimbursed
• Baggage fees [first piece of luggage (where applicable); second bag charge only if the trip is over 3 consecutive days]
• Parking at home departure airport/train station
• Mileage, tolls & necessary parking fees [if you choose to drive your personal vehicle to/from the program; mileage reimbursed at the current year IRS business mileage rate]
• Taxi/Uber/Lyft transportation [no Uber Black or private car service] to/from home departure airport/train station
• Taxi/Uber/Lyft transportation [no Uber Black or private car service] to/from meeting hotel

*Please note that documents such as credit card statements, hotel bills/folios, restaurant credit card receipts, etc. do not qualify as detailed/itemized receipts and will be denied reimbursement.

** Meal limits of independent meals for non-government HCPs (when travelling or other legitimate business activity without a company employee) are as follows (in USD; inclusive of tip & tax):

• Breakfast  $25
• Lunch  $35
• Dinner  $65
• Snack  $25

NOTE:  Alcohol-only receipts are not reimbursable

What expenses are NOT reimbursable?

Abiomed's Expense Reimbursement Policy deems the following expenses as not reimbursable:

• FLIGHTS:  First Class tickets, Business Class tickets (if total elapsed flight time is less than 6 hours), seat upgrades, priority boarding, in-flight Wi-Fi, flight insurance or travel change charges that are for the HCP’s personal convenience/preference, alternative flights on airline preference (the most economical airline that has flights at convenient times for the event should be booked)
• TRANSPORTATION:  Fuel (mileage reimbursement is intended to cover all costs related to operation of personal vehicles including service, maintenance [gasoline, oil], routine repairs, insurance & depreciation), Limousine (stretch limos) or upgraded (more luxury car options, like a limo or luxury-level car) ground services, Uber Black or private / black sedan car service, valet parking (if self-parking is an option), Rental Cars
• MEALS:  Food &/or beverages when Abiomed has arranged service for attendees (as an example, expenses for food/beverages on the day that the event is taking place are not reimbursable because Abiomed will provide banquet service for breakfast, AM break, lunch & PM break that day), meals for extended personal stays; Receipts containing only alcoholic drinks will not be reimbursed

How do I submit my expenses for reimbursement?

Following the conclusion of the event, you will be sent an email containing the link to a post-event survey & the Expense Reimbursement Form. Please note that documents such as credit card statements, hotel bills/folios, restaurant credit card receipts, etc. do not qualify as detailed/itemized receipts & will be denied reimbursement:

Complete the Expense Reimbursement FormCompile the detailed/itemized receipts for all your expensesAttach your completed Expense Reimbursement Form & combined receipts to an email & send to [email protected] BEFORE the deadline on the form. Please title your email, "<event name> Expenses <your name>".
            - Reimbursement forms need to be received no later than 14 days after the event date

As Abiomed is committed to following the AdvaMed® Code, spouses, significant others or other guests of healthcare professionals may not attend this event. Due to state laws, Abiomed cannot provide meals to Vermont HCPs in the context of product promotions. In accordance with the federal Open Payments Program and state transparency reporting laws, transfers of value provided to you at this event may be disclosed to the government. If you do not wish this information to be disclosed to the government, you should abstain from attending. If you are subject to any industry code or local law meal restrictions, we request that you please refrain from accepting our hospitality. Johnson & Johnson, Abiomed, and Impella are registered trademarks of Johnson & Johnson and its affiliates. Any third party trademarks used herein are the properties of their respective owners and used with their consent.