YMC2005

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  Travel Reimbursement Policies

Allowance:
  • Every invited participant will receive  a flat allowance of $60  for food and other local expenses during the conference. No documentation is needed. 
Lodging:
  • All invited participants will have rooms reserved for them the hotel(s) of our choice. You do not need to make reservations once you received your acceptance letter by e-mail and completed the confirmation form!
  • The default arrival date of the reservation is Friday 8/12 and the departure date is Sunday 8/14. If your arrival and departure dates differ from these please  indicate this on the confirmation form so that we can change the reservations.
  • Students will share rooms in pairs. (The acceptance letter and confirmation form will ask for roommate preferences). Mentors will have single rooms.
  • The rooms will be automatically paid for by the Mathematics Department. Since you will not pay for you rooms there is also no reimbursement for lodging.
  • If a student or mentor wishes a different lodging arrangement and plans to seek (partial) reimbursement, he/she must contact the organizers before the conference for approval.
Funding Cap:
  • The maximal amount of travel reimbursements per person is  $500 (excluding lodging and allowance).
  • If you expect not to be able to keep your travel expenses below this amount please contact the organizers before the conference so that we can negotiate further funding.
  • The cap does not include the conference allowance (that is, the maximal total reimbursed amount it $560).
Airfares:
  • Plane tickets should be with US carriers, in coach class, and as inexpensive as reasonably possible.
  • Flight itineraries must start at or near your home address and  end at an airport in or near Columbus. Connecting flights during the same days of travel are acceptable and, in fact, expected to keep costs low.
  •  However, multiple leg/point flights and/or itineraries with interruptions of a day or more are not reimbursed without prior approval. Particularly, this includes itineraries in which the destination of your return trip is different from where you started out on your trip into Columbus. If you have circumstances that require such indirect itineraries please contact the organizers before the conference for approval.
  • You need to provide a copy of the receipt of your plane ticket for reimbursement. Print outs of receipts of electronically booked flights are acceptable. Boarding stubs are not needed anymore as documentation.
  • Note: when you reserve online a print-out of just an itinerary is not acceptable. You must print out the page that is titled receipt  and contains the information/proof that you actually purchased the ticket.
Private Car:
  • Travel by car is reimbursed at 40.5 cents per mile traveled. We reimburse only the distances between your home address and Columbus (see, e.g., mapquest).
  •  Note: The distance traveled also includes your return trip. That means, if your home is 100 miles from Columbus, you will be able to claim $81.
  • There will be free parking at the hotel and tokens available for parking at the university.
  • Other parking expenses will require justifications and  documentations.
  • Overnight stays during car travel will usually not be reimbursed. If you have special circumstances that require overnight stays please contact the organizers before the conference.
Rental Car:
  • You  must get approval from the organizers before the conference in order to have the costs for a rental car reimbursed.
  • Upon approval we reimburse the costs of rental fees and gasoline for which there is documentation.
  • We do not reimburse insurance costs.
  • See "Private Car" for overnight stays and parking.
Local Transportation:
  • We reimburse taxi and bus fares for which there is documentation (tickets, receipts, etc)
Cost and Receipt Sharing:
  • If you plan to split one cost item (e.g., car travel) between several participants please indicate this clearly on your reimbursement request.  The reimbursement request of each participant sharing a cost should contain:  
    • A copy of the receipt/documentation for the shared cost for each participant.
    • A separate sheet of paper for each participant that explains who the cost is shared with and what the share of the respective participant is.
  • Similarly, if the same receipt is used for several participants (e.g., multiple plane ticket bookings) each participant has to include a copy of the receipt in the reimbursement request, explain who else is on the receipt, and what everyone's share of the receipt is.
Reimbursement Requests:
  • Your reimbursement request should contain the completed request form handed out at the conference registration, as well as all relevant receipts and documentation.
  • The request is to be sent in the preaddressed envelope to
    Marilyn Radcliff, YMC2005
    Department of Mathematics
    The Ohio State University
    231 West 18th Avenue
    Columbus, OH 43210
  • All reimbursement requests must be received by     
    October 1st, 2005
  • If you expect not to be able to submit your reimbursement material by this time please contact the organizers asap.
  • Allow about 8 weeks for the reimbursement request to be processed.