Travel Expense Guidelines MSI Participants
reimbursing SC2002 related travel expenses require
an authorized copy of the travel expense form
plus original airline ticket and hotel receipts.
In cases where travel costs are to be split with another
institution, SC2002 will accept a copy of the receipt
(with an explanatory note). The Travel Expense Report
must be completed along with the SC2002 Survey by
December 6th. The survey will be located on this website
just before the start of the conference.
travel-related reimbursement requests must be submitted
within 30 days of completion of travel. Beyond
this deadline, requests will not be honored.
regarding reimbursement should be addressed to the
SC2002 Finance Chair. Reimbursements will be processed
as quickly as possible. Please allow five weeks.
Airfare: Only airfare less than or equal to
coach fare will be reimbursed. Advance purchase tickets
should be used where there is a substantial savings
and the risk of cancellation penalties is not severe.
A traveler may include additional nights (typically
to include a Saturday night) if there will be overall
Conference Registration: Travelers who wish
to attend the Technical Program must register in the
normal way, using the Web registration forms designated
for MSI participants. The grant only covers the Technical
Program, the Tutorials are not included in the technical
program and require a separate registration.
Hotel Reservations: Reservations must be made
using the SC2002 Conference Housing Form or the online
reservation system via the SC2002 website (www.sc-2002.org).
Conference rates will not be given to persons who
directly contact the hotels.
Advances: In some circumstances, travelers
needing advance funds can be accommodated. A written
request should be made to the appropriate committee
chair, Roscoe Giles (email@example.com),
who must approve the request and forward it to the
Finance Chair before an advance can be issued. Please
allow at least two weeks.
Other payments: If the traveler is being reimbursed
by some other organization for travel expenses to
SC2002, the pertinent expenses should be excluded
from the expense form. Travelers should be aware that
the Conference is occasionally asked by a parent company
or organization to confirm what expenses were paid
to a particular traveler.