NCEAS Reimbursement Materials and Instructions

 

 ***Wire form in "Receiving your reimbursement section," below***

The following information is for working group participants seeking reimbursement.

If you have not already done so, please fill out the demographics form and submit it with your completed reimbursement package. If you have filled out the demographics form in the past, you can disregard this step.

All customized travel reimbursement packets are sent by e-mail. If you did not receive your customized travel reimbursement packet, please contact reimbursements [at] nceas.ucsb.edu.

Additional Reimbursement Forms and Information

To find the additional forms and receipt requirements you will need to complete your reimbursement and have it processed, please refer to the information below.

Receipts

Meal Receipts:

For SNAPP working group participants, and UCSB employees, PLEASE RETAIN AND SUBMIT ALL MEAL RECEIPTS, and fill out a meal log (included in the personalized travel reimbursement packet) with your claim. You will also need to retain receipts for all incidental expenses incurred.

For all other working group participants, please fill out the meal log (included in the personalized travel reimbursement packet) and retain all receipts for incidental expenses incurred.

Transportation, Lodging, Etc.:

You will need to retain receipts for all incidental expenses incurred. Including but not limited to transportation, lodging, registration, etc.

Foreign travel

Any receipts or payments submitted that are foreign currency will be converted to USD using the OANDA currency conversion on the date of the receipt.

Personal car mileage

Please include the vehicle license plate number and a map, indicating mileage to and from the destination.

Receiving your reimbursement

For international participants (Wire and Foreign Documents)

If you have a non-US bank account or would like to receive your reimbursement in a currency other than USD, please fill out the wire transfer form. You must fill this form out every time you request reimbursement via wire transfer. This should be turned in with your reimbursement, after your trip has concluded.

***IF YOU LIVE IN CANADA IT IS RECOMMENDED THAT YOU ELECT TO RECEIVE A CHECK***

If you are a non-US-Citizen, please fill out the Non-US Citizen form and provide a copy of your visa and/or passport. You will need to turn these into the office before your trip has completed. You can bring the copies to Gabriella Piazza in Room 309.

**Please note that only Non-US citizen forms should be turned in prior to the end of your trip. All other forms should be turned in once trip has been completed.**

For UCSB Employees

Itemized receipts are required for meals.

Please read UCSB Participant Info.

Please follow this link, for the NCEAS Resident

Please contact reimbursements [at] nceas.ucsb.edu should you have any questions and we will be happy to help you.