PRIOR TO THE TRIP
Please review the travel guidelines prior to submitting your form. Participants receiving travel support must submit the travel request form at the following link: https://cps-vo.org/group/CPSchallenge/2018/travel-support
POST TRIP
Please complete the form below to receive reimbursement. Checks are typically mailed within 3 to 4 weeks after submission. If you have any questions contact Alexis Rodriguez at katherina.a.rodriguez@vanderbilt.edu.
TRAVEL GUIDELINES
Transportation
(Air/Rail/Ground) |
- Flights will be booked by the organizers. You will receive a confirmation message with your itinerary.
- Reimbursement for one checked bag per trip each way.
- For rail or ground transportation, the original passenger receipt or e-ticket receipt must be submitted with reimbursement form. The e-ticket/itinerary must show proof of payment (i.e. credit card being charged).
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| Meals & Incidentals (M&IE) |
- M&IE will be reimbursed up to the current FSA per diem rates (Total per diem rate: $59.00, Travel day: $44.25)
- Itemized receipts showing what food was purchased must be submitted. This is different from a credit card receipt which does not show the items purchased.
- Alcohol will not be reimbursed
- Reimbursements will not be processed for meals on dates where breakfast, lunch, and/or dinner were provided to participants.
|
| Lodging |
- Room and tax only
- Hotel accomodations will be made by the organizers
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| Rental Car |
- Rental of up to a mid-sized car is reimbursable for the dates of May 14-18, 2018
- Collision Damage Waiver (CDW) and/or Theft Insurance will not be reimbursed
- All other features other than the basic will not be reimbursed - no mileage reimbursement on rental car.
- Please fuel car before return and submit fuel receipts
|
| Mileage |
- Reimbursed at $0.54 per mile
- Please include a Google Maps or MapQuest document showing mileage to and from destination.
|
| Taxi / Parking |
- Will be reimbursed with submission of receipts
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| Reimbursement |
- Reimbursement max is $1,000 for participants from the U.S. and $2,000 for participants from Sweden.
- Post-trip you will need to submit your receipts along with a reimbursement worksheet. Download the reimbursement form here
- U.S. citizens must provide a W-9. Non U.S. residents must provide a W-8. Please bring the completed form with you to the Challenge.
- Non-US citizens will need to complete the Business Visitor Questionnaire at https://forms.vanderbilt.edu/view.php?id=423108. Please choose that you are visiting Vanderbilt University even though you did not come to the campus. For the department you are visiting you can put EECS-ISIS and list Shelly Wolf as the department contact.
- Please submit the form and receipts by Thursday, June 7, 2018.
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Please complete the form below to receive reimbursement. Checks are typically mailed within 2 weeks after submission.
