All invited participants will have rooms reserved for them the hotel(s) of our choice. You do not need to make reservations once you received an invitation letter by e-mail and completed the confirmation/pre-registration form!
The default arrival date of the reservation is Friday 8/28 and the departure date is Sunday 8/30. Participants coming from the western part of the United States (Pacific & Mountain Time Zones) may come on Thursday 8/27 and we will cover their lodging. Please indicate arrival and departure dates on the confirmation form so that we can adjust the reservations. If they differ from these policies special permission may be necessary.
Students will share rooms in pairs. (The acceptance letter and confirmation form will ask for roommate preferences). Mentors will have single rooms.
The rooms will be automatically paid for by the Mathematics Department. Since you will not pay for you rooms there is also no reimbursement for lodging expenses.
If an invited student or mentor wishes a different lodging arrangement and plans to seek (partial) reimbursement, he/she must contact the organizers before the conference for approval.
The maximal amount of travel reimbursements per person is $550 (excluding lodging and food).
If you expect not to be able to keep your travel expenses below this amount please contact an organizer before the conference so that we can negotiate further funding.
Plane tickets should be with US carriers, in coach class, and as inexpensive as reasonably possible.
Flight itineraries must start at or near your home address and end at an airport in or near Columbus. Connecting flights during the same days of travel are acceptable. In fact, we expected most flights to be connecting as these are usually the cheaper options.
However, multiple leg/point flights and/or itineraries with interruptions of a day or more are not reimbursed without prior approval. Particularly, this includes itineraries in which the destination of your return trip is different from where you started out on your trip into Columbus. If you have circumstances that require such indirect itineraries please contact the organizers before the conference for approval.
You need to provide a copy of the receipt of your plane ticket for reimbursement. Print outs of receipts of electronically booked flights are acceptable. Boarding stubs are not needed as documentation.
Note: when you reserve online a print-out of just an itinerary is not acceptable. You must print out the page that is titled receipt and contains the information/proof that you actually purchased the ticket.
Travel by car is reimbursed at 55 cents per mile traveled. We reimburse only the distances between your home address and Columbus.
Note: The distance traveled also includes your return trip. That means, if your home is 100 miles from Columbus, you will be able to claim $110.
In order to determine your driving distance from and to YMC 2009 enter you start address below:
There will be free parking at the hotel and tokens available for parking at the university.
Other parking expenses will require justifications and documentations. Overnight stays during car travel will usually not be reimbursed. If you have special circumstances that require overnight stays please contact the organizers before the conference.
You must get approval from the organizers before the conference in order to have the costs for a rental car reimbursed.
Upon approval we reimburse the costs of rental fees and gasoline for which there is documentation.
We do not reimburse insurance costs.
See "Private Car" for overnight stays and parking.
We reimburse taxi and bus fares for which there is documentation (tickets, receipts, etc). Participants should, however, take advantage of the YMC shuttle service as much as possible.
The conference will provide (free of charge) dinner banquets Friday and Saturday night, breakfasts Saturday and Sunday morning, as well as lunch on Saturday (and possibly Sunday) for invited participants. Therefore, no additional meal/food expenses will be reimbursed.
If you plan to split one cost item (e.g., car travel) between several participants please indicate this clearly on your reimbursement request. The reimbursement request of each participant sharing a cost should contain:
Similarly, if the same receipt is used for several participants (e.g., multiple plane ticket bookings) each participant has to include a copy of the receipt in the reimbursement request, explain who else is on the receipt, and what everyone's share of the receipt is.
Your reimbursement request should contain the completed request form handed out at the conference registration, as well as all relevant receipts and documentation.
The request is to be sent in the pre-addressed envelope to
All reimbursement requests must be received by
If you expect not to be able to submit your reimbursement material by this time please contact the organizers asap.
Allow about 8 weeks after the deadline for the reimbursement request to be processed.