We will reimburse up to $800 to cover flights and travel. You can be reimbursed even if you are flying in early or staying late, although rooms at HJ Andrews are not be available outside March 11-14th. Please keep all receipts from your travel (airfare, ground transportation--which may include public transit, taxi/ride-share, rental car, rental car gas, parking, etc.--and allowable incidentals). All travel costs will be fronted by attendees, and reimbursed after the workshop (refer to instructions below). If you have any questions or need any support for organizing your traveling, please reach out to Marc Dumont (marc.dumont@mines.edu).

Lodging, linen and towel rental, and food are covered during your stay at HJ. Andrews. If you selected the single room option, a check of $84 will be required upon your arrival at HJ Andrews. 

Traveling to the HJ Andrews 

If you are driving: Please consider carpooling with others due to limited parking at HJ Andrews. Arrive before 4pm on Tuesday, March 11th and leave after 10pm on Friday, March 14th. We'll just need your total mileage - there is no need for receipts.

The google point is: https://maps.app.goo.gl/MQtbJZwjjFRwFNTe8

If you are flying: Fly into the Eugene Airport (EUG). Please plan to arrive at the Eugene Airport before 5pm on Tuesday, March 11th and leave after 12pm on Friday, March 14th. There will be vans to transport folks to/from the Eugene Airport. If you are planning to arrive after 5pm on Tuesday or before 12pm on Friday, please plan to rent a car and drive yourself. Please do NOT rent a car unless absolutely necessary; HJ Andrews is a remote place with a limited parking spots. 

Once you book your flight, please add your flight information to this google sheet so we can coordinate transportation.

How will reimbursements work?

Travel support will be in the form of post-meeting reimbursement following the instructions below. To process reimbursements as quickly as possible, we will submit all travel reimbursements at once after the Workshop using this travel log. This means that you have until March 24th (end of the day) to submit your travel log and receipts, no exceptions. We cannot submit expenses for reimbursement until we have everyone’s information, which is why this is a hard deadline. Remember to save your travel and registration receipts and submit them post-meeting to our Financial Manager, Julie Farquhar (learn@mines.edu). Feel free to email change to Marc (marc.dumont@mines.edu) and Julie (learn@mines.edu) with any questions, particularly if the post-meeting reimbursement causes financial hardship.

Reimbursement instructions:  Reimbursements will happen after travel has been completed. To process reimbursements as quickly as possible, we will submit all reimbursements at once after the workshop.  This means that you have until April 15th to submit your travel log and receipts, no exceptions. Reimbursements will be processed within 6-8 weeks from the deadline of the date you have set above.

Regardless if you have attended a previous event at the Colorado School of Mines, you will need to submit a W-9 (U.S. citizens) or W-8BEN (international). We cannot reimburse you unless these documents are submitted and the earlier you submit the better.  Details of reimbursement:

• For security purposes, you will need to submit your W9 through the secure portal at the following link:  https://wd1.myworkdaysite.com/supplier/mines/Prospective_Suppliers

• Select "Vendors: Submit a W9" and fill out the electronic form to the best of your ability and upload your W9 into this secure portal. (or submit a W-8BEN for international travelers)

• NOTE:  You can choose to be reimbursed via check or ACH. If choosing ACH, please make sure to include your banking information at the time you submit your W9 or W8-BEN. (NOTE: ACH reimbursement is more timely)

• Please put "CPES Reimbursement" as the Mines contact name and the email address “Learn@mines.edu" under the Colorado School of Mines Department Info section.

• As an individual, please select “Individual” under the Federal Tax Classification.

• Please type “N/A” into the  SAM.gov/UID section

• Select “I am not a PERA retiree” under the Colorado PERA information section (unless you happen to be a CO PERA retiree.)

Contact marc.dumont@mines.edu and /or learn@mines.edu with any questions about reimbursement.