Travel Reimbursement

CPS 2018 Challenge - Travel Reimbursement

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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 linkhttps://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).
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
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
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.

Please complete the form below to receive reimbursement. Checks are typically mailed within 2 weeks after submission.

Receipts should be scanned and put into a single PDF or ZIP file.
IF you did not give an IRS Form W-9 at the workshop, please upload one here. Call Katie at 301-892-0888 with your SSN. Do not put it on the form.