Travel Support Guidelines
Prior to the workshop:
- Register for the meeting and indicate your need for travel support.
- Review the travel guidelines below.
During the trip:
- Save copies of itemized receipts (this is different from a credit card receipt which shows the total only).
After the workshop:
TRAVEL REQUIREMENTS AND GUIDELINES
Transportation
(Air/Rail/Ground) |
- U.S. carrier unless you qualify for a Fly America Act exemption. Travel must comply with the Fly America Act.
- Coach/Economy 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
- Participants should purchase the lowest available economy/coach class airfare that meets the business needs of the travel.
|
| Meals & Incidentals (M&IE) |
- M&IE will be reimbursed up to the current Foreign Per Diem Rate for Taipei, Taiwan
- 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 meeting hotel
|
| Rental Car |
- Rental Cars will not be covered
|
| Mileage |
- Reimbursed at $0.655 per mile if driving to/from airport you will be flying out of/into within the U.S.
- Please include a Google Maps or MapQuest document showing mileage to and from destination.
|
| Taxi / Lyft / Uber / Parking |
- Will be reimbursed with submission of receipts
|
| Reimbursement Forms |
- Download reimbursement form here
- Please submit reimbursement form and receipts by Friday, June 9, 2023 using the form below.
- U.S. citizens and those with permanent resident tax status must provide a W-9 and ACH form (for U.S. banks).
- Non U.S. residents (those without an SSN or who do not have permant resident tax status) must provide a W-8BEN, an International Wire Transfer form (for international banks only), and complete a Business Visitor Questionnaire (BVI). Please use the following responses for the BVI form:
- Purpose of Visit: Other (NSF-MOST Workshop Participant)
- Department You Will Visit: Taiwan Ministry of Science and Technology
- Department Contact Name: Regan Williams
- Department Contact Email: regan.n.williams@vanderbilt.edu
- Dates you will visit: May 17-21, 2023
- If you did not complete a W-9/ACH or W-8/International Wire Transfer Form prior to traveling, please visit with Regan at the event to complete the forms before the workshop ends.
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Please complete the form below to receive reimbursement.
