Reimbursement Policy

ComSciCon16 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 Nicola O'Shea at the Harvard Division of Science with any questions: email  <nicolaoshea@fas.harvard.edu>, Phone: 617-496-3780

Instructions for ALL Participants Receiving Disbursements

W-9 or Foreign Individual Vendo Request forms should be submitted by email to Nicola O'Shea at <nicolaoshea@fas.harvard.edu> before May 1.

For travel reimbursement, submit actual receipts rather than itineraries.

All receipts and requests for reimbursement should be submitted in a single email to Nicola O'Shea at <nicolaoshea@fas.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 a Foreign Individual Vendor Request form.

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 a Foreign Individual Vendor Request form.

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 a Foreign Individual Vendor Request form.

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foreign_national_vendor_request_form.docx27 KB
comscicon_attendee_reimbursement_process.pdf270 KB
comscicon_speaker_reimbursement_process.pdf270 KB
comscicon_organizer_reimbursement_process.pdf270 KB