IMPAACT CAB MEETING TRAVEL EXPENSE REPORTS

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IMPAACT CAB MEETINGTRAVEL EXPENSE REPORTS
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IMPAACT CAB Overview

• Upcoming Meeting/Conference e-mail is sent out
  alerting members of dates and location of
  meeting.
• For information about meeting registration,
  contact Claire Schuster _at_ CSchuster_at_s-3.com or
  301-628-3319 or Angela Macharia _at_
  AMacharia_at_s-3.com or 256 41 230307 x215 or
  Stacey Holder-Clement _at_ SClement_at_s-3.com or
  301-628-3381.
• SSS Travel Coordinator sends itinerary to
  ICAB/RCAB/CAB member to review.

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IMPAACT CAB Overview, cont.

• ICAB Members receive travel support (airline
  tickets and travel advance) through Social
  Scientific Systems, Inc.
• ICAB member needs to review and respond to
  confirm and accept travel arrangements ASAP
  (within 24 hours).
• SSS Travel Coordinator sends ticket or E-ticket,
  a logistical fact sheet, a advance check (for
  U.S. participants) and expense report. An
  envelope is enclosed to keep all your original
  receipts and expense report to be returned to SSS
  to
• Social Scientific Systems, Inc.
• IMPAACT Operations Center
• 8757 Georgia Ave., 12th Floor
• Silver Spring, MD 20910
• Attn Bryan Ashewood

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IMPAACT CAB Overview, cont.

• Advances for international participants are
  provided on-site at the meetings.
• When you begin your travel, please keep all
  original receipts for all travel related
  expenses parking, airline tickets, mileage, visa
  costs, passport costs and hotel receipts. (You do
  not need to send in food receipts)
• Within 2 weeks of returning home, please complete
  expense report and attach all original receipts
  and any other information in the envelope sent
  through SSS and send in mail to Bryan Ashewood.
  Please make copies for your own records.
• Be sure that amounts are properly converted from
  the local currency to US dollars.

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LEARNING OBJECTIVES

• You will be able to list expenses that are
  reimbursable.
• You will be able to identify at least one person
  to contact if you have questions or need help
  with your expense report.
• You will be able to complete and file your
  expense report after the meeting.

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What expenses are reimbursable

• All Travel
• Taxis to and from airport, hotel and home
  (receipts required for expenses over 25).
• Tips for taxis and courtesy transportation
  services.
• Baggage expenses as follows
• Transportation charges for authorized excess
• Necessary charges for transferring baggage
• Necessary charges for storing baggage (when
  resulted from official business)
• Charges for checking baggage

Continued
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What expenses are reimbursable? (cont)

• Travel within the Continental U.S.
• Mileage (at current rate .485)

Continued
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What expenses are reimbursable? (cont)

• Overseas Travel
• Cost of photographs for passports and visas
• Passport and/or visa fees
• Cost of birth, health, and identity certificates
• Charges for inoculations, prophylaxis, and
  vaccines
• Commissions on conversions of foreign currency
• Foreign country exit fees

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How do I complete an Expense Report?
After you confirm your travel arrangements with
SSS, you will receive a partially completed
expense report form. See the sample below.
Now, lets go to the next slide and discuss the
form completion.
December 15 18, 2004
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43.00
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8.00 50.00 34.00 94.00
43.00

• Any amounts entered under Ground and Auto
  Expenses must be itemized.

12/15 Taxi 8.00 12/16 Taxi
8.00 12/16 Taxi
42.00 12/18 Taxi
16.00 12/18 Airport parking 18.00
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8.00 50.00 34.00 94.00
21.12 12.00 116.24 169.36

• Any amounts entered under Misc. Expenses must be
  itemized.

43.00
12/15 Taxi 8.00 12/16 Taxi
8.00 12/16 Taxi
42.00 12/18 Taxi
16.00 12/18 Airport parking 18.00
12/16 Business center 8.00 12/16 Phone
call 3.12 12/17 Internet
12.00 12/18 Air change fee
100.00 12/18 Internet
12.00 12/18 Phone call 4.24
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8.00 50.00 34.00 94.00
532.16 250.36 183.24 182.49 1,148.25
21.12 12.00 116.24 169.36
43.00
12/15 Taxi 8.00 12/16 Taxi
8.00 12/16 Taxi
42.00 12/18 Taxi
16.00 12/18 Airport parking 18.00
12/16 Business center 8.00 12/16
Phone call 3.12 12/17 Internet
12.00 12/18 Air change
fee 100.00 12/18 Internet
12.00 12/18 Phone call
4.24
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• Things to Remember!

• All travel Expense Report Forms should be
  submitted within 2 weeks.
• The sooner you submit expenses, the sooner your
  reimbursement will occur!!
• Reimbursement checks are issued in US dollars.
  Please contact Bryan Ashewood _at_ BAshewood_at_s-3.com
  or 301-628-3145 if you are unable to cash this
  type of reimbursement check at your local bank.
  Reimbursements may be issued through electronic
  transfer.

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IMPAACT TRAVEL EXPENSE REPORT CHECKLIST

• Fill in Name Line. Please include mailing
  address, phone number and email address.
• Fill in City and State section.
• Fill in Automobile Expenses (itemize in box,
  lower left side). If receipts are missing,
  please make a note on expense report. Note Fuel
  rate .485 cents per mile.
• Fill in Miscellaneous Expenses (itemize in box,
  lower left side).
• Fill in Daily Total.
• Fill in Columns Totals (bottom rows).
• Add expenses and subtract from the amount of the
  advance and prepaid total (if applicable).
• Fill in Total Due to Traveler or Total Due to
  SSS, whichever is applicable.
• Sign Name and write in Date.
• Make photocopy of report and receipts for
  yourself.
• Send original report and original receipts to
• Social Scientific Systems, Inc.
• IMPAACT Operation Center
• 8757 Georgia Ave., 12th Floor
• Silver Spring, MD 20910
• Attn Bryan Ashewood

Fill in City and State section.
Fill in City and State section.
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• Meeting Honorarium

• ICAB members may choose to request a meeting
  honorarium of 200 per meeting day (not to exceed
  1200)
• Complete the honorarium invoice and check your
  days of attendance or the statement declining the
  funds.
• This invoice can only be processed upon receipt
  of your signed Internal Revenue Service form
  (U.S. citizens use Form W-9, non-citizens use
  Form W-8BEN.)
• Please remember to submit your honorarium request
  to SSS with your expense report. Reimbursements
  will be provided after the meeting.

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Questions?

• If you have any questions, please contact
• Stacey Holder-Clement at [phone] or
  SClement_at_s-3.com
• or
• Claire Schuster at [phone] or
  CSchuster_at_s-3.com.