Visible to the public CPS Challenge 2019 Travel GuidelinesConflict Detection Enabled

Submitted by Katie Dey on Mon, 04/22/2019 - 9:33am

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).
  • 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: $55.00
    • Travel day: $41.25
  • 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
  • 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 May 13-16, 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 or MapQuest document showing mileage to and from destination.
Reimbursement
  • Reimbursement max is $1,000 for participants.
  • 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.
  • 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 Alexis Rodriguez as the department contact.
  • Please submit the form and receipts by Friday, June 7, 2019.