Reimbursement Policy for the SIAM Conference on Data Mining

SIAM issues reimbursements. No honorariums are issued. A limited number of complimentary registrations for this conference are permitted, according to the guidelines below. No exceptions or additions.

Invited Keynote Speakers – 4 Complimentary Registrations

Regardless of number of keynote speakers, four complimentary registrations are permitted for keynote speakers.

Travel expenses for four speakers is permitted, regardless of the number of keynote speakers. Expenses are not to exceed $1,500 per speaker for those traveling within North America, or $2,500 per speaker for those traveling outside of North America. If the Invited Speakers expenses are expected to exceed these allotted amounts, the invited speaker must submit an Additional Reimbursement Request Form to the SIAM Conference Director for approval no later than six weeks before the conference.

A SIAM Expense report with receipts *MUST* be completed in order to receive the reimbursement for these expenses. Expense forms are available to download in Excel or as a PDF.

Tutorial Speakers – 4 Complimentary Registrations

Regardless of number of tutorial speakers, one complimentary registration per tutorial is permitted, up to four.

Reimbursement of up to $500 per tutorial is permitted, to be shared amongst all tutorial speakers.

A SIAM Expense report with receipts must be completed in order to receive the reimbursement for these expenses. Expense forms are available to download in Excel or as a PDF.

Workshop Keynotes – 6 Complimentary Registrations

Regardless of number of workshop speakers, one complimentary registration per workshop is permitted, up to six.

Reimbursement of up to $700 per workshop is permitted, to be shared among all workshop speakers.

Organizing Committee – 8 Complimentary Registrations

The following Organizing Committee members are eligible for complimentary conference registration:

  1. Conference Co-chairs
  2. Steering Committee Co-chairs
  3. Program Co-chairs

In the event the number of individuals in these groups exceed, or falls below, the allotted number of complimentary registrations, the conference co-chairs must inform the SIAM Meeting Manager which individuals will receive the eight complimentary registrations. 

Expense Report

A SIAM Expense report, with receipts, must be completed to receive reimbursement. Expense forms are available to download in Excel or as a PDF.

Travel

The most efficient and economical mode of transportation should be utilized. Reimbursement for travel will only be made for the most direct and convenient route from the principal place of residence to and from the meeting (as long as expenses are within the reimbursement cap).

Air

SIAM will reimburse for coach fares only. For the best fares, make a flight reservation at least six weeks in advance.

Traveling to the U.S. from abroad, a USA Flagship airline carrier must be used in order to get reimbursed (in some circumstances the use of a foreign-flag carrier is permitted, see Fly America Act). In cases where it is less expensive or a hardship would occur from using a domestic US airline, you can be reimbursed for using another airline but the reason that the domestic US carrier was not chosen must be explained. Please review the Fly America Act for additional information.

Train

SIAM will reimburse coach fares only.

Automobile

When an individual uses his/her own automobile to travel to and from the meeting site, SIAM will reimburse in accordance with the allowable IRS rate. If it is more economical or efficient to travel by air or railroad, the reimbursement for automobile costs will not exceed the air or railroad costs. Rental costs for an automobile will not be reimbursed except in cases in which it is less expensive than local transportation between the airport/train station and the meeting site. Reasonable parking fees at the meeting site will be reimbursed.

Ground Transportation

SIAM will reimburse reasonable ground transportation expenses (limousine, taxi, bus) between the airport/train station and the meeting site. Specially chartered luxury limousine service is not reimbursable.

Hotels

Individuals are required to provide payment upon check-in and may be reimbursed in accordance to these guidelines. The number of reimbursable hotel nights should not exceed the length of the meeting plus one night (as long as expenses are within the reimbursement cap).

Meals

Individuals will be reimbursed for reasonable costs incurred for meals in traveling to and from the meeting as well as during the meeting (as long as expenses are within the reimbursement cap). Excessive food and beverage charges will not be reimbursed.

There are two options for meal reimbursement. You must select an option and use it for the entire trip. Please indicate on the expense report which option you are using. The options are:

1. Full Reimbursement

For full reimbursement, detailed receipts are required whether the meals are paid for in cash or on a credit card. 

Detailed receipts for meals showing the food and beverages ordered are required. If the meals are included on the hotel bill as room service, a detailed receipt is still required. SIAM receives funding from government agencies, and it is mandatory we receive the detailed receipts so unallowable costs can be segregated for government funding purposes. 

If a detailed receipt/receipts are not provided to support a meal item on the expense report, the meal/s will be deducted from the expense report and not reimbursed

2. Per Diem

Costs vary according to the area of the country; there are no fixed per‑diem rates. GSA (U.S. General Services Administration) updates the per diem by city periodically. If using per diem, the rate for the city traveling to should be used

3. Current per diem rates are available at:

United States

Outside United States

Telephone

SIAM will reimburse individuals for one phone call to home from the site of the meeting. In cases of emergency, this rule will be waived.

Receipts

Receipts for all expenditures over $25 are required. All meals require detailed receipts showing items purchased if full reimbursement option is selected. Meals without detailed receipts cannot be reimbursed.

Reporting of Reimbursable Expenses

An expense report will be included in the registration material distributed at the registration desk. The expense report must be turned in within two months of the meeting end date in order to be reimbursed. Expense reports received after the deadline will not be reimbursed.

Expense reports received prior to the deadline will be reimbursed within four to six weeks of approval.

A reminder to turn in expense reports will be sent by the Conference Department.

Expense reports received after the deadline will be given to Accounting. The Controller will, at his/her discretion, approve the expense report for payment.

For expense reports denied payment, a letter will be sent by Accounting, signed by the Controller, stating that payment has been denied.

Reimbursement Policy for the SIAM Conference on Data Mining

Reimbursement Policy for the SIAM Conference on Data Mining

SIAM issues reimbursements. No honorariums are issued. A limited number of complimentary registrations for this conference are permitted, according to the guidelines below. No exceptions or additions.

Invited Keynote Speakers – 4 Complimentary Registrations

Regardless of number of keynote speakers, four complimentary registrations are permitted for keynote speakers.

Travel expenses for four speakers is permitted, regardless of the number of keynote speakers. Expenses are not to exceed $1,500 per speaker for those traveling within North America, or $2,500 per speaker for those traveling outside of North America. If the Invited Speakers expenses are expected to exceed these allotted amounts, the invited speaker must submit an Additional Reimbursement Request Form to the SIAM Conference Director for approval no later than six weeks before the conference.

A SIAM Expense report with receipts *MUST* be completed in order to receive the reimbursement for these expenses. Expense forms are available to download in Excel or as a PDF.

Tutorial Speakers – 4 Complimentary Registrations

Regardless of number of tutorial speakers, one complimentary registration per tutorial is permitted, up to four.

Reimbursement of up to $500 per tutorial is permitted, to be shared amongst all tutorial speakers.

A SIAM Expense report with receipts must be completed in order to receive the reimbursement for these expenses. Expense forms are available to download in Excel or as a PDF.

Workshop Keynotes – 6 Complimentary Registrations

Regardless of number of workshop speakers, one complimentary registration per workshop is permitted, up to six.

Reimbursement of up to $700 per workshop is permitted, to be shared among all workshop speakers.

Organizing Committee – 8 Complimentary Registrations

The following Organizing Committee members are eligible for complimentary conference registration:

  1. Conference Co-chairs
  2. Steering Committee Co-chairs
  3. Program Co-chairs

In the event the number of individuals in these groups exceed, or falls below, the allotted number of complimentary registrations, the conference co-chairs must inform the SIAM Meeting Manager which individuals will receive the eight complimentary registrations. 

Expense Report

A SIAM Expense report, with receipts, must be completed to receive reimbursement. Expense forms are available to download in Excel or as a PDF.

Travel

The most efficient and economical mode of transportation should be utilized. Reimbursement for travel will only be made for the most direct and convenient route from the principal place of residence to and from the meeting (as long as expenses are within the reimbursement cap).

Air

SIAM will reimburse for coach fares only. For the best fares, make a flight reservation at least six weeks in advance.

Traveling to the U.S. from abroad, a USA Flagship airline carrier must be used in order to get reimbursed (in some circumstances the use of a foreign-flag carrier is permitted, see Fly America Act). In cases where it is less expensive or a hardship would occur from using a domestic US airline, you can be reimbursed for using another airline but the reason that the domestic US carrier was not chosen must be explained. Please review the Fly America Act for additional information.

Train

SIAM will reimburse coach fares only.

Automobile

When an individual uses his/her own automobile to travel to and from the meeting site, SIAM will reimburse in accordance with the allowable IRS rate. If it is more economical or efficient to travel by air or railroad, the reimbursement for automobile costs will not exceed the air or railroad costs. Rental costs for an automobile will not be reimbursed except in cases in which it is less expensive than local transportation between the airport/train station and the meeting site. Reasonable parking fees at the meeting site will be reimbursed.

Ground Transportation

SIAM will reimburse reasonable ground transportation expenses (limousine, taxi, bus) between the airport/train station and the meeting site. Specially chartered luxury limousine service is not reimbursable.

Hotels

Individuals are required to provide payment upon check-in and may be reimbursed in accordance to these guidelines. The number of reimbursable hotel nights should not exceed the length of the meeting plus one night (as long as expenses are within the reimbursement cap).

Meals

Individuals will be reimbursed for reasonable costs incurred for meals in traveling to and from the meeting as well as during the meeting (as long as expenses are within the reimbursement cap). Excessive food and beverage charges will not be reimbursed.

There are two options for meal reimbursement. You must select an option and use it for the entire trip. Please indicate on the expense report which option you are using. The options are:

1. Full Reimbursement

For full reimbursement, detailed receipts are required whether the meals are paid for in cash or on a credit card. 

Detailed receipts for meals showing the food and beverages ordered are required. If the meals are included on the hotel bill as room service, a detailed receipt is still required. SIAM receives funding from government agencies, and it is mandatory we receive the detailed receipts so unallowable costs can be segregated for government funding purposes. 

If a detailed receipt/receipts are not provided to support a meal item on the expense report, the meal/s will be deducted from the expense report and not reimbursed

2. Per Diem

Costs vary according to the area of the country; there are no fixed per‑diem rates. GSA (U.S. General Services Administration) updates the per diem by city periodically. If using per diem, the rate for the city traveling to should be used

3. Current per diem rates are available at:

United States

Outside United States

Telephone

SIAM will reimburse individuals for one phone call to home from the site of the meeting. In cases of emergency, this rule will be waived.

Receipts

Receipts for all expenditures over $25 are required. All meals require detailed receipts showing items purchased if full reimbursement option is selected. Meals without detailed receipts cannot be reimbursed.

Reporting of Reimbursable Expenses

An expense report will be included in the registration material distributed at the registration desk. The expense report must be turned in within two months of the meeting end date in order to be reimbursed. Expense reports received after the deadline will not be reimbursed.

Expense reports received prior to the deadline will be reimbursed within four to six weeks of approval.

A reminder to turn in expense reports will be sent by the Conference Department.

Expense reports received after the deadline will be given to Accounting. The Controller will, at his/her discretion, approve the expense report for payment.

For expense reports denied payment, a letter will be sent by Accounting, signed by the Controller, stating that payment has been denied.

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