Travel Reimbursement

Please complete each section of this form to get reimbursed for your travel related to your work with NC-FEW. Our budget guarantees reimbursement up to the amount Hannah Scherer approved prior to the event. If your expenses exceed this amount, we will do our best to accommodate your needs.

If you have any questions, please don't hesitate to contact Kim Kitts at kimk28@vt.edu or (540) 231-2478

Your InformationLegal Name (matching your W9/8)

Email

Personal mailing address (matching your W9/8)

Complete W8/9If you do not already have a current W8 or W9 on file with Virginia Tech, you will need to submit one. Fill out the linked W8 or W9 form below (as an individual, not an employee of your institution).

Virginia Tech W8 (Acrobat (PDF) 66kB May4 23)

VT W9 March 2024 (Acrobat (PDF) 56kB May9 24)

Submit your documents to Virginia Tech
Mail to: Kim Kitts, 175 W. Campus Dr. (MC 0343), Blacksburg, VA 24061

Select which option you will be using to return your W8/W9 forms:
I mailed my documents.
I already have a current W8 or W9 on file with Virginia Tech.

Event DetailsEvent Name

Presentation Title

Event agenda showing showing your name and presentation/workshop (screenshots of electronic schedule are ok)

All uploaded files are public unless you are in a private workspace

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Description: A very brief description of the file.

Show Optional Fields

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

e.g. 'student_handout'
This will be the name of the downloaded file. By default the system will generate this based on the title you specified and the type of file. If you specify a name here it will over-ride the automatically generated name. This is generally only useful when uploading file of a type not recognized by the system (not in the list of file types above). In that situation choose File Type: Unknown Binary and include the appropriate suffix in the file name here. e.g. myfile.m3z Avoid spaces or special characters in the file names.

Authorship/Reuse

Either:
I am the author (copyright holder) of the contents of this file and people are allowed to reuse it for non-commercial purposes as long as they give me attribution as described by this creative commons license.
Or

Choose a different authorship/reuse options

Who is the original creator/copyright holder of the information in this file?

Provenance/Acknowledgements

A short description of where the material came from. Include names and institutions of authors and contributors as well as acknowledgment of any work from which this was derived.

Reuse License

The creator/copyright holder must have agreed to allow distribution of this file through this site.
If you are the creator we strongly encourage you to select the CC Attribution-NonCommercial-ShareAlike option.

If none of the above licenses apply describe the conditions under which this material appears on this site as well as any information about reuse beyond this site.

More Information about reuse and choosing a license

Distributing information on the web generally requires the permission of the copyright holder--usually the original creator. Providing the information we request here will help visitors to this site understand the ways in which they may (legally) use what they find.

If you created this file (and haven't signed away your copyright) then we'd encourage you to select the CC Attribution-NonCommercial-ShareAlike option. You'll retain the copyright to your file and can do as you please with it in the future. Through this choice you are also explicitly allowing others to reuse that file as long as they give you attribution, and don't use it for commercial purposes.

If the file (or content within it) was created by others you'll need their permission. If it predates 1923 or was created by a U.S federal employee (as part of their job) it is likely in the public domain (and we can all do as we choose with it). The original author may also have explicitly stated how it may be reused (e.g. through a creative commons license). You can describe the licensing/reuse situation in the box above.

Without permission you should not upload the file. There are several options in this case:

You can contact the original author to get permission.
You can provide a link to (or a description of how to get) the original material rather than uploading it here.
You can find a substitute that isn't encumbered by copyright.
You can create a substitute yourself. Remember, ideas can't be copyrighted, only particular expressions of those ideas. Of course you'll want to give credit the original author.

The Stanford Copyright and Fair Use Center has more good information about copyright as it applies to academic settings.

Upload ReceiptsFor airfare, e-receipts are sufficient.

Click here to upload your airfare receipts.

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Show Optional Fields

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Description: A very brief description of the file.

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

Baggage fees are reimbursable and require a receipt.

Click here to upload your baggage receipt.

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Show Optional Fields

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Description: A very brief description of the file.

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

For personal vehicles, fuel/gas are not reimbursable. Please provide the origin address and number of trips. Personal mileage will be calculated as follows:

$0.655/mile if less than 200 miles

$0.51/mile if over 200 miles.

Origin address

Destination address

Number of trips

Lodging is reimbursable and requires a receipt.

Click here to upload your lodging receipt.

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Show Optional Fields

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Description: A very brief description of the file.

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

Parking and ground transportation are reimbursable and require a receipt.

Click here to upload your parking receipt.

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Show Optional Fields

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Description: A very brief description of the file.

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

Click here to upload your ground transportation receipt.

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Show Optional Fields

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Description: A very brief description of the file.

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

Click here to upload your (additional) ground transportation receipt.

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Show Optional Fields

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Description: A very brief description of the file.

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

Conference registration are reimbursable and require a receipt.

Click here to upload your conference registration receipt.

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Show Optional Fields

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Description: A very brief description of the file.

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

Meals are reimbursable at standard federal M&IE rates. Receipts are not required. Please list the dates of your travel and meals.

Name Email