NOTE: This page in only for those who have participated in the NSF-EU Workshop Program, co-sponsored by DIMACS. If you are not a participant in this program, see http://dimacs.rutgers.edu/Participation/Part-reimbursement.html for the correct information.
Participants who have not received a travel allocation notification letter from DIMACS must contact the DIMACS Center Administrator (center-admin@dimacs.rutgers.edu).
NSF-EU Conference participants should be aware of the policies and procedures involved in claiming travel expenses. Please note these are policies devised by the National Science Foundation (NSF) that both DIMACS and Rutgers University are required to follow. Therefore, travel arrangements that are outside of these policies may not be reimbursed.
In order to claim travel expenses it is required to fill out the DIMACS Reimbursement Form. It must be filled out completely, signed, and mailed with the original receipts for those expenses being claiming for reimbursement.
In regards to air travel; the NSF requires that airfare reimbursed through these funds must be on a US Flag Carrier. Some US Flag Carriers such as American Airlines, Continental, Delta, Northwest, and United are sometimes "code shared" with an international carrier. If the international carrier does not have a "code share" with a US Flag Carrier, you will not be reimbursed for the airfare.
Please note the NSF does not allow exceptions to this policy for convenience, preference, or availability of lower cost carriers. Pursuant to NSF policies, reimbursement for airfare can only be made for flights on U.S. aircarriers. The official NSF policy, 761.2 Use of U.S.-Flag Air Carriers, can be found at http://www.nsf.gov/pubs/2002/nsf02151/gpm7.htm#760.
Travelers who combine DIMACS travel with other trips can be reimbursed for at most the cost of a round-trip, coach class, and standard flight. It is suggested that documentation be obtained from your travel agent indicating what the total cost of a round trip flight would be, and submitted with your boarding passes and receipts.
If you obtained an airline ticket through the internet, Rutgers University requires that you include any and all email confirmations in which you received for your purchase, the original airline receipt, and boarding passes. Without these items, the university may not reimburse you for this expense.
All travel is subject to our funding agency's requirements for "reasonable" costs. These are interpreted as coach class airfares, standard airport limousines or cabs, and similar transport. Persons traveling by private aircraft, luxury ocean-liners, etc. can be reimbursed for at most the cost of "reasonable" carriers.
Local expenses, such as hotel accommodations, meals, cabs, etc. must be documented with original receipts. Restaurant meals should be documented with individual receipts for your expenses only. Meal receipts showing entrees for more than yourself should be itemized to show the items you purchased. DIMACS does not reimburse for meal expenses for others besides your own. Alcoholic beverages are also not reimbursable.
Hotel receipts include the itemized bill and should show a balance of $0.00 indicating that the balance has been paid in full. Personal charges such as telephone calls, internet hookup, pay-per-view, laundry services, etc. are not reimbursable.
The DIMACS Reimbursement Form and corresponding original receipts can be mailed to the DIMACS Financial Assistant after the conference. It is suggested that you send the form and your receipts at your earliest convenience.
Once your reimbursement request has been received the DIMACS Financial Assistant will first process it. This may take 2 - 3 weeks. Once processed and approved by DIMACS, your reimbursement request is then sent to the Accounting Department for further approval and the production of a check. This usually takes 4 - 6 weeks, however it should be mentioned that this time frame cannot be guaranteed. Once the check is produced and received by the Financial Assistant, it will be mailed to the address you provide on the reimbursement form. Please note the funds cannot be electronically wired to a bank account, personal or otherwise.
You will have 90 days to cash the check before it becomes invalid. If you happen to not cash the check within this time, please contact the Financial Assistant immediately.
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