DIMACS Reimbursement Information for Workshop Participants
NOTE: If you are a DIMACS Visitor this is the wrong page for you.
See
http://dimacs.rutgers.edu:80/Participation/Visitor-reimbursement.html
for the correct information.
Participants who are offered reimbursement should be aware of the following
policies at Rutgers. These are NSF policies that Rutgers must follow.
Travel arrangements that are outside of the NSF rules cannot be reimbursed.
Reimbursement options for workshop participants can include support
for travel and/or for local expenses.
While there are a lot of rules, it is not at all difficult to make
travel plans that satisfy them. Doing so will assure fast reimbursement.
Travel Reimbursement.
The NSF has many complex rules regarding reimbursement of travel,
the most important
of which is that for air travel l to be reimbursed by DIMACS,
it must be on US Flag carriers.
That means US airlines. They do not allow exceptions to this for convenience,
preference, or availability of lower cost carriers.
(Some common US Flag
Carriers for international travel are American, Continental, Delta, Northweset,
United.)
Occasionally it is less costly to get two roundtrip tickets with special fares
than to get a single round-trip ticket. Rutgers accounting can handle these
requests, but travelers should advise Barbara Kaplan or Sarah Donnelly
in advance.
Travelers who combine DIMACS travel with other trips can be reimbursed for
at most the cost of a round-trip, coach class, standard flight to Newark Airport.
Travelers who purchase tickets priced in foreign currencies can speed
the reimbursement process by providing a letter from their travel agent
indicating the ticket price (or standard flight as above)
in US dollars. The letter should be in English.
All travel is subject to NSF 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 ``reasonable'' carriers.
Local Expenses
Local expenses must be documented with receipts for lodging, meals, cabs, etc.
Restaurants meals should be documented with individual receipts.
Hotel receipts should give the itemized bill (rooms charges, taxes, telephone
calls, other charges) and should show a $0 balance indicating that the
bill has been paid.
Receipts and Documentation for Reimbursements
Reimbursement for travel expenses including airfares, cabs and limos, trains,
and other means requires submitting original receipts showing the cost
and that the fare has been paid. Airline receipts
can be mailed after the visit to
the DIMACS Financial Assistant.
Contacting the Center
All visitors who are getting reimbursements
should meet with
the DIMACS Financial Assistant during their visit
to discuss arrangements, etc.
DIMACS Home Page
Alphabetical Index of DIMACS Web Pages
Contacting the Center
Last modified October 22, 1998.