Reimbursement

All expenses related to lodging, meals, and conference events are included in the $45 registration fee that was required to reserve your spot. Note that this fee can be waived (see FAQ).

Each attendee is responsible for their own travel costs. This should be done through your home institution. Your department head should be able to assist you if you are not familiar with your institution's reimbursement procedure. If you are unable to secure funding through your home institution, the conference can reimburse your travel costs with proof of your home institution's inability to provide support. Due to the source of this funding, only students from U.S. institutions are eligible for this reimbursement. U.S. citizens attending Canadian universities are not eligible. If you intend to request travel reimbursement from the conference, you must choose the most economical transportation method and get approval from the local organizers at uw.cuwip2019@gmail.com before finalizing your travel plans.

• Please find inexpensive flights (economy only, ideally < $250 round trip, and book EARLY). You must have approval from the Local Organizing Committee prior to booking your flight. Email the CUWiP email address (uw.cuwip2019@gmail.com), with “travel” in the subject line.
• Keep copies of e-tickets and boarding passes.
• If you are driving, keep copies of any expenses incurred with rental, gas, tolls etc.
• The last day to submit a request for travel approval is December 14, 2018. Requests sent and flights booked after these dates WILL NOT BE REIMBURSED.

Attendees requiring conference reimbursement will be required to pay their travel costs up front. Reimbursement applications will be available at the conference and can be submitted during the conference or emailed to uw.cuwip2019@gmail.com after returning to your home institution. Reimbursement requests are due by January 25, 2019. Reimbursements will only be paid after the conference, not before. More information regarding reimbursement, including required forms and deadlines, will be posted to this page.