Travel Reimbursement
To be reimbursed after the end of the course, all participants must fill out and submit a Travel Expense Report.
Travel requirements in preparation for the summer course
All participants traveling from another location to Fairbanks must fill out the following Travel Request Form and return it via e-mail to Marlene McCaffery at SSEC (contact information below).
- Travel Request Form
(MS Word doc or Adobe pdf)
- Air Travelers: Once Marlene receives your travel form, she will work with a travel agent to arrange and purchase your ticket in advance so that you will not be out-of-pocket for this expense. She will work with a travel agent and will e-mail you your itinerary for approval. This will result in an e-ticket for you from an airport. IF you are traveling from a small community, you will have to pay for the flight from that small community to a larger hub where your e-ticket reservation will work. You will be reimbursed for flights that you need to pay for yourself as long as you have turned in the necessary Travel Form in advance.
- Road Travelers: You must also fill out and submit a Travel Request Form which will allow you to be reimbursed for travel to and from Fairbanks at the rates of: $0.425/mile under 300 miles; $0.32/mile over 300 miles.
Accommodations
Housing for teachers who are not commuting from the Fairbanks area will be provided at UAF dorms. MapTEACH will pre-pay these housing costs and will reserve rooms for you once the Travel Expense Report is received. IF you plan on making other housing arrangements (like staying with friends or family), please let us know. We cannot provide compensation for housing any place other than the UAF dorms.
- Arrival date is Sunday, July 29, Departure is the evening of Friday, August 10 or Saturday, August 11.
- If you would like to arrive up to 2 days earlier, or stay up to 2 days later, you can contact UAF Conference Housing directly and pay for this extra time yourself. Ph: 907-474-6769 Web site: http://www.uaf.edu/reslife/guest/index.htm
Per Diem
Travelers will be reimbursed at a maximum rate of $10 for breakfast, $10 for lunch, and $20 for dinner for food while traveling or on campus. Receipts are not required. Local residents who commute to the course do not receive per diem.
Stipends
All teachers who complete course assignments will receive a $500 stipend/honorarium for contributing to improving MapTEACH curriculum for use by students and teachers in Alaska. Stipends will be disbursed once the course is completed.
--------------------------------------------------------------------
Travel Expense Report
A travel expense report must be completed by all travelers at the end of the UAF Summer Course and then be submitted with required receipts to receive reimbursements.
Reimbursements take from 4-6 weeks to arrive plus time for mailing back and forth to Wisconsin.
Your Travel Expense Report (TER) form can be filled out by hand on the printed spreadsheet, or electronically by making entries directly into the Excel spreadsheet.
Below is a link to the SAMPLE completed form. You will need to make all the entries and changes to match your personal itinerary and expenditures.
- Mail a hard copy of the completed form to Marlene McCaffery at the address below.
- Include original receipts (keep backup copies), and airline ticket itineraries,or receipts for tickets, and/or boarding passes. No receipts are required for meals but you can only list the actual cost or the maximum per meal if the actual cost exceeded the maximums. The maximums are breakfast $10, lunch $10 and dinner $20.
- Mileage reimbursement for transportation by personal car is based on (the already documented) point of departure to UAF, and back. The university travel people check the (maximum) total distance for mileage by looking at on-line or paper maps.
The rate used is $0.425 per mile if the round trip distance is less than 300 miles and $0.32 per mile if the total distance is 300 or more miles. Note that if actual mileage is over 300 but not a lot more, the reimbursement may be larger for just under 300 miles
- Make sure to sign and date the form.
Contact Information
Marlene McCaffery (Travel at UW SSEC: Space Sciences & Engineering Center)
SSEC
335 Atmospheric Oceanic & Space Sciences Bldg.
1225 W. Dayton St.
Madison, WI 53706
marlene.mccaffery@ssec.wisc.edu
Office: 608-263-3037 Fax: 608-262-5974
Tim Olsen (MapTEACH at UW SSEC)
tpolsen@wisc.edu
Office: 608-263-2086 Fax: 608-262-5974
Katie Kennedy (Geography at UAF)
katie.kennedy@alaska.edu
Office: 907-474-7494 Fax: 907-474-7484
--------------------------------------------------------------------------------------------------------------------------
|
