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Tenth Algorithmic Number Theory Symposium ANTS-X
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Instructions for reimbursement
If you have been offered reimbursement for expenses associated with the ANTS conference, please follow the following instructions to simplify the process. Thanks!
Forms
All participants seeking reimbursement should complete the expenses form. Please include a current mailing address to which we can mail a check. (We are unable to process bank transfers or draw checks in any currency other than US dollars.)
If you are not a US citizen, some additional instructions apply.- We will need a photocopy of the photo page of your passport.
- If you entered the US using a visa, we will need a copy of the visa in your passport. If you entered the US on a visa waiver, we will need a copy of your US entry stamp or your ESTA authorization.
- If you do not need a visa to enter the US for the conference, or you hold a B-2 visa, please complete the certification of academic activity form.
Travel
Due to restrictions placed by some of our sponsors, air travel must be booked through a US-based carrier unless you have received permission from the organizers. This restriction permits travel on a non-US airline via a codeshare agreement as long as the US airline sells the ticket; for example, a ticket sold by Delta for a flight operated by Air France would be permitted, but not vice versa.
Please make sure that your air ticket receipt shows: name of passenger, routing, class of service (we can only reimburse economy class fares), and method of payment (e.g., last four digits of your credit card number).
Hotel
We are unable to pay directly for hotel rooms, so please pay for the room directly and then submit it for reimbursement. If you are sharing a room with another funded participant, each of you must submit a hotel receipt, and we can only reimburse each of you for half of the room total. That is, if one of you pays for the entire hotel room, the two of you will need to settle amongst yourselves.
Registration
For your registration fee, please include a printout of your confirmation email.
Meals
Itemized receipts are required for all meal reimbursements. We cannot reimburse any alcoholic beverages. The conference dinner is included in your registration fee, so no separate receipt for it is needed.
Cars
Please contact the organizers if you wish to be reimbursed for a rental car. In this case, we may ask you for help with transportation during the conference. Note that UCSD has special rates with several companies: see here. We cannot reimburse optional insurance coverage; it is included in the special rates mentioned above. Also, note that in California there is no extra charge to add additional drivers to a rental car reservation, but all such drivers must sign a copy of the rental agreement. (This is most easily done when you pick up the car, but you can also add a driver later by returning to the rental car facility.)
Parking at the hotel should be included on your room bill. Parking at UCSD requires purchasing a visitor permit each day from the pay station in the Pangea parking structure; please include these permits with your other receipts.
Mailing address
Please mail all forms and receipts as soon as possible after the end of the conference to the following address:
Lisa M. Rhodes
Department of Mathematics
University of California, San Diego
9500 Gilman Drive #0112
La Jolla, CA 92093-0112
USA
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