If you hope for funding/reimbursement from the hosts of Algecom XXVII in the
form of a travel expense reimbursement, please remember these
important guidelines when purchasing with the expectation of being
reimbursed by an NSF grant: 

 

**    Airfare, train fare, and bus fare needs to be a direct,
      round-trip, economy ticket.

      IF there is any deviation from this, such as
      -  not returning to the original departure city
      -  combining this trip with another trip, business or personal
      -  purchasing two, one-way tickets
      -  purchasing a non-economy ticket
      -  purchasing an upgraded seat
      -  purchasing two seats on a bus for one person for any reason
      - or  anything else non-compliant to NSF travel reimbursement
      guidelines,
      
    THEN
    you must create a price-comparison of what the allowable fare
    (air, bus, train) is on the same date that you purchase your
    actual tickets. To do this, 
      -  google the cost of the compliant travel fare, or
      -  create a pretend ticket without paying for it which abides by
    the correct guidelines 
      -  print, take a screen shot, then scan and email to yourself so
    that you have a time-stamp for when this comparison fare was
    created; because NSF requires this comparison to be done at the
    SAME TIME the actual ticket/fare was purchased and they require
    proof. 
     -   Save this price-comparison and submit it along with your
    reimbursement form and receipts after the event. 


** If you are unsure if you need one or If you are unsure of how to
    create a price-comparison, please email jmhardin@illinois.edu for
    assistance!!!
    
** For attendees who are traveling together and/or sharing a hotel
        room and requesting reimbursement,
	
        - Please remember that cash transactions between attendees are
        not reimbursable. 
        - To receive a reimbursement, the receipt must show your own
        name and show your own form of payment. 
        - If you receive funding but are traveling with someone else
        who has driven his/her own vehicle and given you a ride, then
        some of the funding awarded to you may be used to reimburse
        the mileage driven by the person you rode with.

** If you receive funding but are sharing a hotel room with someone who also receives funding, then 

   i.      The person who pays for the hotel room will be the person
   who can claim a reimbursement. 

   ii.      If two or three attendees are sharing a ride and a hotel,
   do not give each other cash. You won’t be reimbursed for cash you
   give to another attendee. Your funding is how you compensate your
   fellow attendee who paid and we do that behind the scenes. Don’t
   ask for cash from a fellow attendee and don’t give cash to a fellow
   attendee.
   
   iii.      Therefore, the name shown on the hotel folio receipt should be the name of the person who paid and who will be reimbursed.


   iv.      Hotels are able to split hotel folio receipts, so if two
   people are paying for half of the same hotel room, it is possible
   to get separate receipts showing two different names and two
   different forms of payment. 


   v.      HOWEVER, request this of the hotel when you check in!!!


   vi.      Also, they can put both names and both forms of payment on
   one hotel folio receipt, and this is acceptable as long as it’s
   clear. 

        However, if two or more attendees are traveling together, the
        funding you received can be pooled so that the driver can get
        reimbursed for the mileage and the person who paid for the
        hotel can get reimbursed for the hotel if that person paid for
        the hotel in full. In these cases, the funding awarded to a
        person who rode in the vehicle and stayed in the hotel room
        but didn’t pay for the hotel, would be used to cover these
        expenses paid for by someone else (and reimbursed to someone
        else). If this is not clear, please contact
        jmhardin@illinois.edu.