Travel Reimbursement Guide Med Hacks PDF

TravelReimbursementGuideMedHacksPDF

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Travel Reimbursement Guide

MedHacks 2.0:

Hackers across all disciplines, skill levels, and locations will unite to meet with the

experts in every part of the medical field here at Johns Hopkins to develop their

solutions to healthcare problems across the globe

September 23-25, 2016

INSTRUCTIONS

Travel is capped at a certain level depending on what type of traveler you are: Regional

Traveler ($50.00), National Traveler (application and prior approval required), and

International Traveler (application and prior approval required). Please refer to website

for details.

Your social security number or national identification number is required for

reimbursement. Please fill out, date and sign a W-9 form and submit your itemized

receipts by uploading them to the application form, or via fax 410-516-4594 (please

email hlwheeler@jhu.edu to inform her a fax is on the way) or first class mail to the

following address:

Heather L. Lockard-Wheeler

Administrative Coordinator

Center for Imaging Science

Johns Hopkins University

3400 N Charles Street, 301 Clark Hall

Baltimore, MD 21218

The following will be reimbursed with submission of original and itemized receipts:

1. Ground Transportation: Taxi/Uber to/from Baltimore airports only will be

reimbursed with receipts. Round trip mileage with prior approval for personal

vehicle use will be reimbursed at 0.54 cents per mile. You must clearly identify

the full address of the trip’s origin and number of miles traveled per trip. A

printout of an online mapping direction showing the mileage should be submitted

as backup. Car rentals will not be reimbursed.

2. Airfare: will be reimbursed with receipts only. Itinerary or electronic tickets

showing the invoice has been paid or charged to credit cards, and a copy of the air

ticket. A copy of the credit card statement is needed if proof of payment is not

listed on the airfare receipt. Please note when booking your flight that

accommodations must be made at the lowest coach class fare available which

meets business needs. First Class and Business Class tickets will not be

reimbursed.

3. Bus/Train: will be reimbursed with receipts only. Itinerary or electronic

railroad/bus tickets showing the invoice has been paid or charged to credit cards,

and a copy of the ticket. A copy of the credit card statement is needed if proof of

payment is not listed on the railroad/bus receipt. Please note to purchase the lowest

coach class fare when booking your bus or train.

We suggest that you keep copies of original receipts for your records. Reimbursements

typically take 3-4 weeks to process once the workshop has concluded. NOTE: Third

party receipts will not be reimbursed. For example if Bill and Steve are attending

MedHacks 2.0 and Bill books a hotel room, under his name only, and Steve asks to stay

with him and gives him $200.00 to cover the hotel expenses this is a third party receipt

and will not be reimbursed because an actual, itemized receipt detailing Steve’s hotel

expense does not exist. The solution is to book the hotel room using both parties names

so that when the hotel folio, itemized receipt, is printed both Steve and Bill each have a

receipt to submit for reimbursement.

Any reimbursement requests received after October 5, 2016 will not be honored.

Additional JHU required forms for reimbursement:

Domestic Travelers:

Please complete a W9 https://www.irs.gov/pub/irs-pdf/fw9.pdf

International Travelers:

IF Individual is a FOREIGN citizen with a FOREIGN Bank and/or has a

FOREIGN address, wire instructions and bank verification are required per

policy:

1. Complete - TRAVEL Non-Employee Vendor Add Request form.

ssc.jhmi.edu/supplychain/forms/shared_services_forms/vdes.pdf

2. Complete - INTL Wire instruction form to be completed.

http://ssc.jhmi.edu/accountspayable/DataFiles/wire_transfer.pdf

3. Provide - WIRE VERIFICATION required per policy,

ssc.jhmi.edu/bin/s/i/intlwirepolicesandrequirements0709.pdf …

Acceptable Verification for INDIVIDUAL’s accounts - per

policy, Accounts Payable requires an Official Bank

Document which details the required banking info. This can

be in the form of a Letterhead received from the Individual’s

Bank which details complete banking instructions –OR— A

copy of the Individual’s Bank Statement (usually easiest to

obtain) –OR—Our INTL WIRE Form completed, signed &

Bank stamped by the Individual’s bank.

Please specify a complete mailing address (no P.O Box) for mailing your reimbursement

check.