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Reimbursement Information

Detailed reimbursement directions are available in the Google Drive shared with all participants.

We plan to reimburse workshop participants for travel costs related to the workshop including airfare to and from the bay area (or mileage if driving), hotel (up to 3 nights from 5/15-5/17), ground transportation (including mileage to/from airport, airport parking, venue parking, taxis to/from airport/venue, etc.), and per diem for meals and incidental expenses (M&IE) in transit not covered by the workshop. Note that all reimbursements must adhere to NSF guidelines.

Please keep all paid receipts for airfare, hotel, and ground transportation. That is, all receipts must have payment information on them; we cannot accept itineraries or booking confirmations that do not demonstrate payment. Paid receipts are not necessary for M&IE, since you will be reimbursed a location-specific per diem rate.

Reimbursement Forms

Participants must fill out and submit either a W8-BEN or a UMW-9 depending on their citizenship status. U.S. Citizens and U.S. Green Card Holders should submit a completed UMW-9, and others should submit a completed W8-BEN. Please read over the forms to ensure you are filling out the correct one based on your status. The forms are linked below.

Participants should also fill out the UMass Travel Form with a summary of your expenses. This form is also linked below.

Reimbursement Submission

Participants should email their completed UMW-9 (or W8-BEN) form PDF, their completed UMass Travel Form PDF, and a separate PDF that includes all expense to the recipients below. Note that all the receipts should be in a single PDF file, and not jpegs, pngs, or screen shots. The subject line for the email should be “WEC - Reimbursement”.