3_Travel

No Actual Travel involved (food, registration):

• 1. Virtual conferences do not need a TA since you are not traveling to the destination. You may submit a request prior to the virtual conference for payment.

1. If you only need to be reimbursed for registration fee, you do not need to create a travel request. You can create a reimbursement without a travel authorization in the Travel Center (Mypackportal) under "New Reimbursements"

2. Note that you can only do so after the meeting date even though you have paid the registration before hand.

3. Send ecepurchasing (ece-purchasing@ncsu.edu) an email to reimburse food/drink, download the Reimbursement file from this page.

4. Travel information sheets

5. Travel reimbursement folder

Actual Travel involved: (http://go.ncsu.edu/ece-purchasing ; https://my.ece.ncsu.edu/communications/servicenow/ )

Travel center user guide: https://controller.ofa.ncsu.edu/files/2014/04/Travel_Center_Users_Guide.pdf

Usually, you need to fill a travel application before the travel but if you just need to be reimbursed for registration fees, you can simply create a reimbursement after attending the meeting.

Go to the travel center and hit "create reimbursement".

Prepay Service for Travel:

1. Fill out the Travel Booking Request form.

MyECE Portal Travel Section: https://sites.google.com/a/ncsu.edu/ece-administration/finance/travel

• 1. Before any travel arrangement is made, please file the travel application first.

  2. Before you file a travel request, you need to ask me for a project account number.

  3. You will go to myPackportal and follow the attached word document to file the travel application.

1. If you are an undergrad and graduate student who does not have an RA appointment, you will need to complete the attached AP104 form (download the attached excel file) for travel authorization.

   1. You will need to provide a travel justification that fits the project purpose. Valid activities include: collect data, present results, and network with peers.

   2. You can be reimbursed for mileage (from home to airport, parking, flight, taxi, hotel, conference registration, meal, and rental car+gas, etc.) Please note that due to budget constraints, not all of the cost can be reimbursed sometime.

   3. You will need to keep receipts for hotel, flight, car rental, and registration for reimbursement.

   4. If you want to stay an extra day, you can pay for the hotel for the day and mention the day in your travel application.

   5. After travel, please follow the instruction and file the travel report.

Conference attendance:

• 1. Please dress professionally. Business causal or above.

  2. Please prepare your business cards or resume if you are towards graduation and will be on the job market.

  3. Look into tutorials. Usually it is very cheap to students. I can pay for it.

  4. Look into the brochure and find the sessions you can attend before hand. Attend a few subcomittee meetings to sign up to those relevant to your research.

  5. Attend the receptions and hospitality suites hosted by vendors. There, you can see demos of software and know more people who are also interested in it.

  6. Plan to stay at the conference the whole time and learn to interact with people.

  7. If you find a good presentation, ask the presenter for slides.

  8. Network with fellow students, faculties, and industry folks working in your area.

  9. Take some pictures of the posters.