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Here we quickly describe how to go through the system and request time off for conferences, see budget limits for travel accommodations, flights, etc. Detailed information can be found in ASIAA Policy handbook.
The typical procedure is to ensure your PI agrees with your travel plans. Submit the travel request form through the ASIAA webpage (after you log in). Then, you need to select option 2 for the Domestic Travel request form or 3 Overseas Travel request form.
Domestic Travel Form
For Domestic travel, the form is quite simple; you just need to fill out the information in the boxes. You give your phone number, then, in the substitute box, you put your own account (your name should appear there), meaning you don't need a substitute.
For the Funding source, you need to ask your PI who is paying for the trip, and he/she will tell you the code that needs to be used (or whose grant this is).
Then, you can estimate the expected expenses. There are different rules regarding budget, but for domestic conferences such as TPS or ASROC, there is a limit of 2000 NTD per night for a hotel, and I believe 400 NTD of miscellaneous expenses (i.e., meals and others). Often someone from the front office will send out an email explaining the budget restrictions for these national conferences.
Overseas Travel Form
The form for the Overseas Travel request takes more time to fill out. You still need to provide similar information as shown above, but
you also need to be more detailed with your itinerary (dates and places). Then, you have to submit four documents, as shown there, for the system to allow you to process the submission.
1) An acceptance letter/confirmation of conference participation.
2) The conference program. (i.e., the conference itinerary)
3) The abstract you submitted to the conference.
4) A Word document that you need to fill out.
For international conferences, your budget depends on who is paying for it. I guess we don't have much control over registration and airfare, but meals and accommodation could be discussed with our PIs or whoever is paying for the trip.
Regarding flights, ASIAA has some special policies that need to be followed. For example, we generally must use Taiwanese Airlines,
and we need to get travel insurance. Pages 28 and 31 of the ASIAA Policy have a lot of helpful information.
You can contact this travel agent (Nancy Cheng) that ASIAA works with: nancpcheng@gmail.com. She has helped other postdocs to get air tickets and insurance. One benefit of processing your travel through her is that you don't have to use your own money to buy the tickets.
She will directly charge the money to ASIAA. The downside is that it will be a bit more expensive than if you buy it yourself.
After you submit this, a few people need to approve the travel, first the accountant service, then your PI, and also the owner of the grant money.
This could take a from few days to about a week. After this process is completed, an email will be send and you can start paying for tickets and accommodations, etc.
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