Reimbursement Policy
SIAM International 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 – four complimentary registrations:
Regardless of number of keynote speakers, four (4) complimentary registrations are permitted for keynote speakers.
Travel expenses for four (4) 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 [13KB, PDF] to the SIAM Conference Director for approval no later than six (6) 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 online at http://www.siam.org/meetings/resources/expreport.htm
Tutorial Speakers – four complimentary registrations:
Regardless of number of tutorial speakers, one (1) 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 online at http://www.siam.org/meetings/resources/expreport.htm
Workshop Keynotes – six complimentary registrations:
Regardless of number of workshop speakers, one (1) complimentary registration per workshop is permitted, up to six.
Reimbursement of up to $700 per workshop is permitted, to be shared amongst all workshop speakers.
Organizing Committee – limited number of complimentary registrations:
Contact Nicole Erle for guidelines on
the limited number of complimentary registrations available to key members of
the organizing committee.
A SIAM Expense report with receipts *MUST* be completed in order to receive the reimbursement for these expenses. Expense forms are available online at http://www.siam.org/meetings/resources/expreport.htm.
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 Invited Speakers principal place of residence to and from the meeting (as long as expenses are within the reimbursement cap).
Air
SIAM will reimburse Invited Speakers for coach fares only. For the best fares, make a flight reservation at least six (6) weeks in advance.
Traveling to the US 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 Invited Speakers for coach fares only.
Automobile
When an Invited Speaker uses his/her own automobile to travel to and from the meeting site, SIAM will reimburse Invited Speakers at a rate of $0.56 per mile. 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
SIAM negotiates a special rate for all attendees at SIAM meetings. You must often make your reservation at least four (4) weeks prior to the meeting to obtain this rate. We will reimburse Invited Speakers for the hotel room only at this special rate. We request that when making the advance reservations at the hotel, and when checking-in, inform the registration desk that he or she is attending the SIAM meeting to avail themselves of the special rate. 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
Invited Speakers 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:
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.
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.
Current per diem rates are available at:
United States: http://www.gsa.gov/portal/category/21287
Outside United States: http://aoprals.state.gov/web920/per_diem.asp
Telephone
SIAM will reimburse Invited Speakers 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 $25.00 are required. All meals require detailed receipts showing items purchased. Meals without detailed receipts cannot be reimbursed.
Reporting of Reimbursable Expenses
SIAM will provide these reimbursement guidelines to the Invited Speakers when the letter inviting the person to speak is sent. Also included will be the "Conference Support & Further Reimbursement Request Form."
Included in the Invited Speaker's package given out at the registration desk will be an expense report form. The expense report must be turned in within two (2) months of the meeting end date in order to be reimbursed. Expense reports received after the deadline will not be reimbursed.
Invited Speaker expenses received prior to the deadline will be reimbursed within four (4) weeks of receipt of the expense report.
Reminders to turn in expense reports will be sent by the Conference Department to Invited Speakers as necessary.
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.
