Travel Support

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TRAVEL REQUIREMENTS AND GUIDELINES

Please read the travel guidelines carefully prior to making travel arrangements. The reimbursement worksheet along with itemized receipts should be submitted via the form below by Friday, November 8, 2019. Hotel arrangements will be made by Vanderbilt.

Please contact Regan Williams if you have any questions: regan.n.williams@vanderbilt.edu

Transportation
(Air/Rail/Ground)
  • U.S. carrier
  • Coach class only
  • 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).
  • Reimbursement for one checked bag per trip each way
  • May arrive prior to or stay after meeting dates at your own expense
  • Travel must comply with the Fly America Act. U.S. flag airline unless you qualify for an exemption.
Meals & Incidentals (M&IE)
  • M&IE will be reimbursed up to the current FSA per diem rates
    • Total per diem rate: $76.00
    • Travel day: $57.00
  • Itemized receipts showing what food was purchased must be submitted
  • Alcohol will not be reimbursed
  • Reimbursements will not be processed for meals on dates where breakfast, lunch, and/or dinner were provided to attendees during the conference.
Lodging
  • Lodging will be reimbursed with submission of itemized receipts
  • Room and tax only
  • Lodging will only be reimbursed if you stay at the conference hotel
Rental Car
  • Rental of up to a mid-sized car is reimbursable for the dates of September 24-26, 2019
  • 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.
Mileage
  • Reimbursed at $0.58 per mile
  • Please include a Google Maps screenshot showing mileage to and from destination.
Taxi / Parking
  • Will be reimbursed with submission of receipts
Reimbursement Forms
  • Download reimbursement form here
  • Please submit reimbursement form and receipts by Friday, November 8, 2019 using the form below.
  • U.S. citizens must provide a W-9.
  • Non U.S. residents must provide a W-8 and also complete a Business Visitor Questionnaire (BVQ). Please use the following responses for the BVQ form:
    • Purpose of Visit: Other (AI Cybersecurity Workshop 2019)
    • Vanderbilt Department You Will Visit: VU-ISIS
    • Department Contact Name: Regan Williams
    • Department Contact Email: regan.n.williams@vanderbilt.edu
    • Dates you will visit Vanderbilt: October 8-9, 2019
  • If you did not complete a W-9/W-8 Form prior to traveling, please visit the registration desk during the symposium to complete the form.

Please complete the form below to receive reimbursement.

Receipts should be scanned and put into a single PDF file.
IF you did not give previously submit an IRS Form W-9 (or W-8BEN), please upload one here. Call Regan Williams at 615-343-3904 with your SSN. Do not put it on the form.