Reimbursements
Before the Conference
Driving to the Conference
Carpooling is strongly encouraged as it is usually the most economical option. Students should estimate the costs of air and of car, taking into account the efficiencies of carpooling. Choose the least expensive option. Contact UTSA if the choice is questionable, and in these cases, keep/provide paperwork showing how the transportation decision was made. Along with any reciepts including for tolls and parking charges, if applicable.
Flying to the Conference
Only coach/economy class will be reimbursed. Grant funds do not cover upgrades (e.g., the purchase of extra legroom), early boarding, flight insurance, or the cost of a booking agent. Unless your department is fully covering your airfare, you must receive approval from BHSU for your airfare purchase. Requests for airfare reimbursement (even partial) may be denied if the student does not receive approval from BHSU.
After notification of your acceptance to the conference, you should immediately investigate flight options if this is the travel route you expect to take. Send the details of your preferred flight to cuwip@utsa.edu with the subject line “Flight approval request for the APS CUWiP at UTSA”. Allow UTSA up to two weeks to review your request and provide a decision via email.
**Note: Conference organizers expect all flights to be purchased no later than one month before the conference. If a student delays the approval process or waits to purchase a flight after approval has been given resulting in a higher expense, she/he may be denied full reimbursement of the airfare purchase. Also, frequent flyer mileage cannot be used in lieu of a ticket wherein the traveler expects to receive reimbursement for a comparably priced ticket although she/he has used mileage.
Local Transit
If flying into San Anotnio International Airport, we encourage the use either Uber San Anotnio or Go Airport Shuttle shared ride service. It is the most economical option. Limo or luxury vehicle services are not allowed. The cost is about $38 for a one-way trip. You will only need one way service. The Local Organizing Committee has arranged will provide a shuttle for yor return trip on Sunday, January 17, 2016.
Uber San Antonio
https://www.uber.com/cities/san-antonio
GO Shuttle San Antonio International Airport:
https://goairportshuttle.com/reservations/roundtrip/from?airport=sat
Upon arrival please head to the conference hotel.
Wyndham Garden San Antonio near La Cantera
6809 North Loop 1604 West
San Antonio, TX 78249
Phone: 1-210-690-0300
Where the conference is providing shuttle services, students are expected to utilize those services. If a student opts to use another service rather than that provided, she/he should receive approval from the LOC if she/he expects for this service to be reimbursed.
After the Conference
The reimbursement process is three steps:
1. Provide Travel Confirmation Letter from your Department*
Students requesting full or partial travel grants may be required to provide a letter (on university letterhead or by email) from their department manager or chair stating the funding provided by the department - whether or not their department was providing any funds.
2. Complete the UTSA SIF Form
Students are required to fill out the form found here. You must complete this form by providing your Name, SSN, Citizenship Information, Address (order and remittance should be the same address), include your bank account and routing information, and print and sign for direct deposit reimbursement. Please email Ms. Anna Tucker if you have any questions at cuwip@utsa.edu.
3. Mail all paper work to UTSA
Students should mail (1) letter from your department chair, (2) original receipts for travel expenses and food spent on Friday (before arrival to San Antonio) and Sunday (after leaving San Antonio), and (3) the UTSA SIF form to:
Department of Physics and Astronomy
Attn: Ms. Anna Tucker
University of Texas at San Antonio
One UTSA Circle
San Antonio, Texas 78249
Failure to complete the above steps will delay your travel reimbursement.