CBSC CONFERENCE TRAVEL FUNDS REQUEST

In order for CBSC to consider funding your travel, review the instructions below and complete the form, including your travel funds worksheet. Submission of this form acknowledges your understanding of the instructions regarding requirements for reimbursement, so don't hesitate to ask questions while you are filling it out.

You will receive a copy of this form. Keep it so you will have the instructions for reimbursement requirements while you are travelling.

Notice of funding amount
The Department Head will review your form and send an email informing you of how much funding you will receive from CBSC. 

Within 7 days of leaving the conference
1) Submit a short (one page at most) write-up regarding the best sessions you attended and the two aspects of your conference experience that you found most enlightening. Also include a reflection on your presentation: what did you find most satisfying and what would you like to improve upon before presenting again? Your reimbursement will not be processed before your write-up is submitted to the Department Head and Administrative Assistant.

2) Submit to the Administrative Assistant all your receipts for reimbursement. To be reimbursed, follow the Business Office's requirements for documentation:
*Name and address of vendor, and date of purchase
*Itemization of goods/services purchased, with pricing
*Final amount paid and payment method (including the last 4 digits of the credit card used)
*If applicable, the name of the person who purchased (e.g. for plane tickets, hotel rooms)

Note:
*Submit within 7 days of leaving the conference
*Do not use third-party vendors for plane ticket, hotel room, etc.
*Taking pictures of receipts is a good idea (but keep all receipts). You cannot simply write down the requested information. You need to provide receipts supplied by the vendors.
*CBSC cannot guarantee that you will be reimbursed if you do not provide the details listed above.

3) You may be asked to hand-write a thank-you note to donors.

Conference registration

Primary transportation (ex. plane)

Documents needed to reimburse primary transportation
Do not use a third-party vendor to purchase plane (other) tickets.
Submit the itinerary from the airline (etc.) showing travel days, times and passenger name; payment receipt showing method of payment (which includes the last 4 digits of the credit card used).
PLEASE NOTE: the Business Office may not reimburse tickets purchased with airline points or miles.

Note: if you are driving more than 200 miles (roundtrip/total), talk to the Department Head
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Hotel

Documents needed to reimburse hotel stay
If Sarah has the hotel charge her directly, then you do not need to submit anything.
Do not use a third-party vendor.
When filling in the cost field below, be sure to find out taxes and fees -- don't  enter just the room rate. Enter the amount you are responsible for: if you are sharing a room with one other person, put in half of the total cost of the room.
Submit the folio/receipt that has itemized room costs, your name, hotel name and address, total cost and method of payment (including the last 4 digits of the credit card).
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Request