Your travel expense will be covered by an NSF grant to UCLA for this workshop. The NSF and UCLA travel policy requires that everyone books his/her flight on a US carrier in economy class. We encourage you to book your flights earlier (by June 4) to save on airfare.
For hotel, if you are staying for the 2 workshop nights of July 7 & July 8, it will be billed to a master account set up by UCLA to the hotel, you will not need to get reimbursement for it. If you stay an extra night, then you have to pay for it with your credit card to the hotel, and you will need to submit your hotel receipt to show the extra night for reimbursement (Prof. Cong will need to approve for it).
For airfare receipt, your name has to show on the ticket and receipt should show price and proof of payment (credit card payment should show last 4 digits).
For taxi, shuttle, & any form of ground transportation, please make sure your receipt has the date, amount, and please give info for to & from destination.
For car rental, per UCLA travel policy, original itemized receipt is required for all rental car expenses. GPS systems are not reimbursable. Only compact car is allowed, vehicle upgrades are not allowable for reimbursement.
For parking, please submit your parking receipt with the date and amount.
For private car mileage, UCLA is paying at a rate of $0.55/mile, please submit the direction from mapquest that shows from what address to what address for reimbursement.
The workshop will provide all meals on July 8 and breakfast and lunch on July 9. For additional meals, please submit an itemized receipt. Since you will get reimbursed from an NSF grant, no alcohol is allowed. If you have alcohol on your meal receipt, you will not be reimbursed for that portion.
Please mail your all original receipts to:
Alexandra Luong
4731L Boelter Hall
UCLA Computer Science Dept.
Box 951596
Los Angeles, CA 90095-1596
Please make sure you include your full name, company affiliation, and mailing address to receive your reimbursement check from UCLA. In case there are non-US citizen travelers (visitor to US, not permanent resident), please email Alexandra Luong at alexl@cs.ucla.edu to check with her regarding form I-94, Declaration of Immigration and copy of passport needed for reimbursement.