How to Arrange Travel in CSAG

Updated 03/15/05

In the course of publishing and presenting your original research, you should have the opportunity to travel to research conferences to present your work.

0. Gain Approval: Ask Andrew if you can attend the relevant conference.

1. Conference Registration: Register for the conference as far in advanced as possible. Be sure to get student rates or IEEE/ACM member rates. If you are not a member of either, you should seriously consider joining.

2. Flight arrangements: Make appropriate flight arrangements to the conference destination. Please do make an effort to book the most reasonable fares as we have limited travel money. No specific travel agency is required for booking, but Expedia and Southwest Airlines are good starting points. ***(see note below)

3. Hotel arrangements: Book your hotel room at the conference hotel. Be sure to get conference rates, and book early to get the lowest rates (often there are reduced rates for booking early). ***(see note below)

4. Before leaving: Before leaving on your trip, please send a brief email to Jenine regarding the approximate costs of the registration, flight, and hotel. Also include the beginning and end dates of your trip (not just the conference). If you are traveling on a trip with Andrew, include the flight information (airline, flight number, times) and hotel information (name and address).

5. Attend: Enjoy the conference. You should take notes so that you can summarize the conference contents for the group when you return. Additionally, a trip report should be completed and distributed to the group no more than one week after returning from the trip.

6. Reimbursement: After returning from the trip, place ALL original receipts (airfare, conference registration, hotel, food, ground transportation, parking, etc.) in one folder and submit them to Jenine within a week of returning from the trip.

Please note the following regarding travel reimbursements:

• ***It is extremely important to save money wherever possible when. The amount of money spent on travel directly impacts GSR Funding. Inappropriate or unnecessarily large expenses will not be approved. And remember, the GSR support you save may be your own!

• If paying for various items (i.e. hotel rooms, meals) together with someone on the trip, only one of you may submit for reimbursement. It will be up to the two of you to be sure that both people get their appropriate parts of the reimbursement money. Making copies of receipts before submitting them to Jenine is recommended.

• For quickest turnaround, enroll in direct deposit (this is NOT the same as payroll direct deposit). You will receive a notification to your @UCSD.edu email account regarding the money being deposited. This request must be completed a minimum of 3 weeks before leaving for your trip. To initiate this request, please contact Rhonda McCoy.
  

Any questions should be directed to Jenine.

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