Requests for reimbursement of out-of-pocket expenses such as food supplies and entertainment expenses must include ORIGINAL RECEIPTS (no photocopies). If using a credit card for payment, please include both the itemized receipt and the signed credit card receipt showing payment. The University will not reimburse you otherwise.

Please use the following procedure:

Please fill out the Expense Reimbursement Form that is available at our office and on-line. Receipts must be taped (not stapled) to one side of one or more 8.5" x 11" sheets of paper. The receipts must not overlap or obscure one another. You must provide the following information:

• your name (or that of whoever is being reimbursed),
• home mailing address (not campus or business),
• workshop name, and
• amount to be reimbursed
• restaurant receipts must include the names of those attending.

IMPORTANT: for all expenses (food, travel, accommodations, etc.) for which an individual needs to be reimbursed, a home address is always required. The University will only issue and mail a check to an individual’s home address, NO EXCEPTIONS. Submitting any other address (e.g., a university address for a visiting scholar) will result in a delay in the processing of that expense because they will have to contacted for their home address.

If you are sharing an expense with another workshop, please include the necessary information for both workshops. If another department is sharing the expense, please inform us of the amount and the contact person. If you wish to contribute workshop funds toward a conference expense, please contact the Council office in advance.

Please keep workshop expenses and personal expenses separate. If this is not possible, you must note that you are requesting a partial reimbursement indicating clearly which are workshop expenses and which are personal expenses. Smaller receipts should be saved and submitted when totaling $20 or more to the office.

Workshop receipts must be submitted directly to the Council office in Judd 443/444. If the office is closed, they may be placed in the file pocket on the office door. Please do not send via faculty exchange.

You may choose to use either of two on-campus photocopy facilities to photocopy materials (posters, papers, etc.) for workshop discussion: preferably the Social Sciences photocopy center in SS 101 or alternatively the copy center located in Classics 11. We will arrange with the supervisor of that facility to have your charges sent directly to our office for payment from your workshop funds. In making arrangements for photocopying:

• identify the materials,
• note CAS and the workshop and for which they are intended, and
• your name (only those coordinators who are listed as authorized users for their workshop).

Since we cannot pay for photocopy charges unless we know which workshop generated them, please be sure to write the name of your workshop on each photocopy charge form. In addition, you may choose to use other photocopying facilities. You will have to pay for your copies and then submit the receipt to us for reimbursement.

If any office supplies are needed, they can be purchased for the workshop with receipts submitted to the CAS office, but any supplies become the property of that workshop. If you need to order a large amount of supplies (e.g., envelopes) for a conference are or other event, you can request them directly through the Council office, and we will place an order for you. Postage is purchased directly from the Bursars’ Office using a 62 form.

If you have audio-visual needs, please check your department’s equipment, or you may rent through the following sources:

Audio-Visual Communications (Biological Sciences Division)
Medical Center S 08
702-6265

Networking Services & Information Technologies
JRL 203 — M-F 8:30-4:30pm
Harper 310F — M-F 8:15-4:15pm,834-4499, multimedia@listhost.uchicago.edu

In addition, there are classrooms on campus for multi-media. The majority of these are located in Cobb Hall with additional rooms to be made available in Stuart and Rosenwald. If you are interested in locating a meeting place for your workshop, please contact Tom Black, University Registrar, at 834-3390 or tblack@uchicago.edu. The Registrar’s office is located in Adm. 103.

Workshop expenses for food and entertainment may not exceed $1,000 annually. This portion of your budget is intended to provide refreshments after workshop meetings and occasional dinners with guest speakers.

When making arrangements for inviting guest speakers to your workshop, a formal letter of invitation should be sent to the speaker that includes exactly which costs will be covered by the workshop and which will not. In this letter, please inquire about the citizenship and visa status of the speaker as this will determine whether or not an honorarium payment can be made; there are certain types of visas for which the University can not pay an honorarium.

All the necessary forms for both U.S. and International guests are available at the CAS office or on our website. When submitting requests for honoraria payments or travel expenses, please make sure that you have indicated the name of your workshop.

To avoid embarrassing delays in reimbursing speakers, please make sure that each speaker signs all honorarium and tax forms at the time of his/her visit, and that the forms and accompanying documentation are brought to this office as soon as possible.