Reimbursement Requests
There are 3 steps for reimbursement:
Before the Conference:
- All travelers have to fill out the Supplier Form (a fillable PDF form). Be sure to put the address where you can receive a paper check in US Dollars for your reimbursement.
- Second step is to get University approval for individual travel. We need the below information from each one of you:
- City, State you’re flying from/name of airport, flights must be on US Carriers.
- Destination Place/Airport flying to (Columbus airport CMH)
- Date of Arrival to CMH (for most supported travelers this will be Wednesday, July 31)
- Date of Departure from CHM (for most supported travelers this will be Friday, August 1), see note on Hotel Rooms lodging below
- Estimated expenses up to $XXXX (give an estimate in $ amount), airfare, hotel, miscellaneous transportation, etc and vendor form from Step 1
- Email all of this to Amber Le (le.750@osu.edu)
After the conference:
- Email all receipts in a (single) pdf file to Amber Le (le.750@osu.edu). Receipts should show the proof of payment, accepted airfare receipt must show the itinerary and the payment.
Hotel Rooms
For presenting students and their mentors, hotel 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 expenses.
If invited students or mentors require different lodging arrangements and plan to seek (partial) reimbursement, they must contact the organizers before the conference for approval at ymc@math.osu.edu.
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. Multiple leg/point flights and/or itineraries with interruptions of a day or more are not reimbursed without prior approval. If you are planning on anything other than a roundtrip, please let us know when you turn in your supplier form and the reason why it will not be a roundtrip. You need to provide a copy of the receipt for your plane ticket showing how it was paid and the airfare itinerary for reimbursement.
Car
The mileage rate for driving a personal car is $0.70 per mile. If you are planning on driving, we need to know that when you turn in your supplier form. We will do a cost comparison of airfare vs driving your own car vs getting a rental car + fuel costs. Typically, a rental car is usually cheaper HOWEVER the car must be rented from an OSU University provider. This can be done once we have your spend authorization number and then you can call our travel provider to book your rental car. Also, if this will not be a roundtrip please let us know that and the reason for it.
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.
Meals/Food
The conference will provide (free of charge) dinner banquet on Wednesday night, breakfast Thursday and Friday morning, as well as lunch on Wednesday for invited participants.
Cost and Receipt Sharing
If you plan to share costs (e.g., car travel) between several participants please let us know when you turn in your supplier forms so we can create the spend authorizations appropriately.