2016 CISE/EHR PI and Community Meeting for CS in STEM

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AGENDA, PI BOOK, and ATTENDEE LIST

REIMBURSEMENT

As a co-host of the 2016 CISE/EHR PI and Community Meeting for CS in STEM, the event is under the umbrella of the University of Colorado (CU) and thus follows State of Colorado travel procedures. CU requires ORIGINAL, ITEMIZED receipts. To be reimbursed for an expense, you MUST submit original receipts showing proof of credit card payment (with a balance of zero) and itemized detail of purchases. Please tape all receipts to a separate sheet of paper (one side only, multiple receipts per page are ok) and clip to your reimbursement form.

Use this reimbursement request form to receive reimbursement.

All reimbursement materials are to be mailed to:

Attn: CISE/EHR PI and Community Meeting for CS in STEM Reimbursement
c/o NCWIT University of Colorado at Boulder
Campus Box 322
Boulder, CO 80309-0322

Reimbursable expenses include:

  • Parking at your hotel and/or home airport
  • Mileage (at $0.49/mi) to and from the airport - NOTE: Mileage covers cost of gas and normal wear on your vehicle. You cannot request separate reimbursement for gas for your personal vehicle.
  • Transportation to and from National Harbor, MD. We will reimburse economy airfare. Ronald Reagan Washington National Airport (DCA) is the nearest airport. – If you choose to drive, please include an airfare quote showing that driving is less expensive than flying and mileage ($0.49/mile) will be reimbursed. Transportation between the airport and the hotel includes shuttles and taxis.
  • Meals - any meals not provided during the meeting shall be reimbursed based on the per diem rates for National Harbor, MD as documented on www.gsa.gov. January 31st, 2016- we will cover per diem up to $51.75. February 1st- all meals are provided at the conference, so there will be no reimbursement for food. February 2nd- we will reimburse up to $31 for dinner per diem while traveling. Original, itemized receipts for all meals claimed on your reimbursement request form are REQUIRED. Alcohol is NOT reimbursable.
  • Lodging for a maximum of two nights at the conference block room rate of $179.00/night plus tax. The conference room rate expires on January 9, 2016. Your hotel receipt must show a zero or paid balance and the name of the traveler being reimbursed.
    Airfare, economy fare only. Your receipt must show your itinerary, cost, and method of payment. Email confirmations without this information will not be accepted.

Additional Policies:

  • Your reimbursement request form and all receipts must be mailed/post-marked within 2 weeks of the end date of travel.
  • We cannot reimburse a traveler's employer; we can only reimburse the traveler.
  • DO NOT pay for another traveler's airfare, meals, etc. Receipts must be specific to the individual traveler requesting reimbursement.
  • The form must be signed at the bottom left signature line (e.g. "Payee Signature").
  • Lodging will only be reimbursed at the conference rate of $179 plus applicable state and local taxes.
  • International Travel - If you're coming from a Visa-Waiver country, you will need to get a WB stamp in your passport. If you're coming from a non-Visa-Waiver country, please get a B-1 stamp in your passport. Tell the customs entry officer that you are attending a conference for business, and stress that you are not in the country for work or vacation. Reimbursements for international travel may be taxable depending on your level of participation. Additional forms are required for international reimbursement, please contact us for more information.
  • Please tape all receipts to a separate sheet of paper (one side only, multiple receipts per page are ok) and clip to your reimbursement form.