ACM SIGGRAPH Travel Policy

 

Air travel
The conference travel agency (TTG: +1.800.388.8856) should be used if possible. The agency bills the conference directly, cutting down on personal out-of-pocket expenses. (See Combined Travel below for information on combining work-related and SIGGRAPH travel.)

Always try to travel as inexpensively as possible. Usually this means purchasing a partially or fully non-refundable airfare, and planning your trip as far in advance as possible. Sometimes you can save more than one hotel night’s expense in airfare by staying somewhere an additional night, usually Saturday. This is encouraged, but not mandatory, and does not require advance permission.

Travel on a preferred carrier can be requested, but if the ticket price is substantially less expensive on another carrier, you may not insist on your preferred carrier just to accumulate frequent flyer miles.

Ground Transportation
Transportation to and from airports or train stations should be by the lowest commercial carrier available (airport bus, subway, etc.). In most cities, two passengers in a taxi going downtown travel as inexpensively as the airport shuttle.

SIGGRAPH will reimburse you for either shuttle/bus/subway or taxi transportation to and from the airport. Please keep your receipt and attach it to your expense report.

Car rentals are not reimbursable.

Automobile travel will be reimbursed, provided it is more practical and/or cheaper than the total combined cost of plane, taxi, etc. Mileage will be reimbursed at the ACM mileage rate of 31 cents per mile for 2000, as well as parking and toll charges. However, you must receive advance permission from Anselmo Lastra, Courses Chair.

Combined Travel

Presenters find they can sometimes combine work and SIGGRAPH travel. In these cases, the usual practice is to charge the employer the cost of what the airfare would have been had there not been SIGGRAPH business, and charge SIGGRAPH the incremental expense.

Meals/Per Diem
Subsistence should be at the lowest cost to SIGGRAPH without inconvenience to the volunteer. ACM policy will allow up to $50.00 per day in major cities. Meals will not be reimbursed without receipts.

Phone Calls

Reasonable phone calls to your home/office while on SIGGRAPH travel will be reimbursed.

Personal Expenses
SIGGRAPH does not reimburse personal expenses such as movies, health club fees, entertainment, or personal purchases.

Tips
Moderate tips for services provided are allowable.

Receipts
ACM policy requires receipts for all expenses except tips. If any receipts are missing, note this in the EXPLANATION OF EXPENSES portion of the expense report form. Always attach original receipts to your expense report. If you must give original receipts to your employer in a combined trip, attach clearly legible photocopies to your SIGGRAPH expense report. Missing receipts or explanations will delay processing of your expense report, or will disqualify the expenses.

Reimbursement
All expense reports must be signed by the traveler requesting reimbursement and supported by original receipts. All reimbursements will be in US dollars only. Any expenses in foreign currency amounts will be converted at the exchange rate in effect on the day the check request is processed.

Note: In order to be reimbursed, expense reports must be received by the Courses Program Coordinator no more than 90 days after the first day of travel for which reimbursement is being requested.

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