Reimbursement Procedures

ComSciCon 2017 participants receiving reimbursements or an honorarium should identify and review the relevant instructions below.  Failure to follow the policies below  may result in forfeiture of disbursement.

Please contact Peg Herlihy at the Harvard Department of Astronomy with any questions: email  <pherlihy@cfa.harvard.edu>, Phone: 617-495-3753

Instructions for ALL Participants Receiving Disbursements

W-9 or International Visitor forms should be submitted by email to Robb Scholten at <rscholten@cfa.harvard.edu> before May 1. Please include "[ComSciCon 2017]" in the subject line of the email.

For travel reimbursement, submit actual receipts rather than itineraries.

All receipts and requests for reimbursement should be submitted in a single email to Peg Herlihy at <pherlihy@cfa.harvard.edu> before June 24.  Please do not forward receipts as separate emails.  If you book travel before the event, please hold on to the receipt to submit with any other items in a single message after the workshop.  Please attach receipts as PDF documents rather than image files.  Failure to follow these guidelines will result in significant processing delays or forfeiture.

Instructions for Traveling Graduate Student Attendees

Please refer to the Attendee Travel Reimbursement Policy for allowable and unallowable travel expenses.  US Citizens or green card holders will need to fill out a W-9 form.  Foreign nationals will need to complete an International Visitors form.

All Non-Local attendees are provided lodging in the Harvard Graduate School dorms. More details can be found here.

If you did not submit reimbursement in-person, please use this form. A guide to filling it out is available here. Then, please email it with scanned copies of ALL receipts to: Peg Herlihy <pherlihy@cfa.harvard.edu> before June 24th

Instructions for Panelists and Invited Experts

Please refer to the Speaker Travel Reimbursement Policy for allowable and unallowable travel expenses.  US Citizens or green card holders will need to fill out a W-9 form.  Foreign nationals will need to complete an International Visitors form.

For all speakers requesting travel reimbursement, please use this form. A guide to filling it out is available here. Then, please email it with scanned copies of ALL receipts to: Peg Herlihy <pherlihy@cfa.harvard.edu> before June 24th

Instructions for Traveling ComSciCon Organizers

Please refer to the Organizer Travel Reimbursement Policy for allowable and unallowable travel expenses.  US Citizens or green card holders will need to fill out a W-9 form.  Foreign nationals will need to complete an International Visitors form.

If you did not submit reimbursement in-person, please use this form. A guide to filling it out is available here. Then, please email it with scanned copies of ALL receipts to: Peg Herlihy <pherlihy@cfa.harvard.edu> before June 24th

comscicon_2017_attendee_travel_reimbursement_policy.pdf85 KB
comscicon_2017_speaker_travel_reimbursement_policy.pdf83 KB
w-9.pdf77 KB
international_visitors_form.pdf146 KB
comscicon_speaker_form.pdf281 KB
comscicon_reimbursement_form_example.pdf462 KB
comscicon_attendee_form.pdf273 KB