The TeachScheme! Project Reimbursement Guidelines

These guidelines only apply to attendees who have been offered funding.

Please observe the following guidelines to receive your reimbursement. Note that we reimburse up to the amount stated in the letter, based on the receipts you provide. The funds are only meant to help you attend the workshop, so we only pay for costs you incur to attend.

Travel Guidelines

We will reimburse you for your days in Houston, for a maximum of seven nights.

By Car

If you choose to drive, please document the airfare/driving comparison before traveling. We can reimburse at 32.5 cents per mile, which includes a gas allowance, or up to the lowest airfare for the appropriate time period (see below) — whichever is lower. We suggest the following web sites to help you make this determination: http://www.rvn4fun.com/shop/mileage_frm.htm and http://www.travelocity.com/. Please print the results and submit with your receipts for reimbursement.

By Plane

We expect you to purchase a that that includes a Saturday night stay, since this is necessary to keep air fares reasonable, unless you are flying a budget airline or can show that it doesn't matter.

If Rice is just one leg of your trip, we can pay up to the amount of a round trip from your nearest airport to Houston. We suggest the following site to help you make this determination: http://www.travelocity.com/. Please print the results and submit with your receipts for reimbursement. All flights must be billed on American carriers.

Car Rental

We will pay up to a quarter of the cost of a weekly intermediate car rental from Dollar Rent-a-Car (expecting you will share it with three other attendees). Dollar has airport locations at both Houston airports. You can find them on-line. (One of the participants informs me he just rented a car for $120, all inclusive, from National.)

Your school ought to have fleet insurance, which should cover this rental since you are on school business. That means you ought to be able to waive coverage from the car rental company (get details from your school). If your school does not have such insurance, get in touch with me. Note that we will require a letter stating that your school does not have this insurance.

Hotel

We will pay up to one half of the cost for double occupancy of a Double Deluxe Room at StudioPLUS, 1303 La Concha Lane, Houston, TX 77054, Telephone: (713) 790-9753. Double Deluxe Rooms include a kitchen, one double bed and a sleeper sofa. Access the StudioPLUS web site for more details.

General Guidelines

• Submit Original Receipts ONLY!
  You must submit original receipts for expense reimbursement. To be reimbursed for airfare, you must submit the original of your boarding pass and a copy of your itinerary. We cannot reimburse items listed on copied receipts.
  
• No reimbursements for dependents.
  We can only reimburse costs born by you, not by anyone else.
• Meals
  Since we will provide breakfast, lunch and snacks at the workshop, we will reimburse you for meals outside of workshop hours only.
• Individual Receipts
  Please submit individual receipts. No group meals, please!
  
• No Alcoholic Beverages
  We do not reimburse for alcoholic beverages.

Contact Donna Jares at extrel@cs.rice.edu if you have any questions about reimbursement policies.

Last modified at 14:37:20 CDT on Friday, June 09, 2000