If you are planning on hosting a conference, lecture, or workshop, the “Cheat Sheet” below should help to get you started. As you start planning, please contact ISBER’s Conference Specialist, Katie Bamburg, who can ensure that all of your plans are allowable.
ISBER Conference Cheat Sheet:
Setting up Direct
Billing of Lodging with local hotel:
- Have hotel send
invoices to the following address:
ISBER
c/o Katie Bamburg
2201
North Hall, MC 2150
- Remind hotel that
only room and tax will be covered by
the Direct Billing Agreement, all other expenses will need to be paid by
Individual Traveler.
Making Airfare
Arrangements through
- Contact Katie Bamburg <click here> when you are getting ready to make reservations, since we need to be available to confirm within 24hours.
- Visit http://www.travel.ucla.edu/new/Res_Request_UCSB.htm and prepare the itinerary.
- To have the itinerary
sent to Katie Bamburg, <click here>. We will assign the Reservation number to
confirm and hold ticket.
Awarding Honoraria:
- Date, time,
location and title of talk (and flier if available)
- (US Citizens,
Non-UC): Social Security #, Home address and Mailing Address.
- (Foreign): Copies
of passport, visa, I-94 and ITIN number (other forms needed- contact Katie)
- (UC): Many pieces
of information, some which will only be available by contacting their home
campus HR Analyst (contact Katie for info).
*Honoraria can only be given
for specific, academic reasons. Please contact Katie when honoraria will be
issued.
Planning Meals,
Refreshments, and Receptions:
Contact Katie Bamburg before
arrangements are made so that a Blanket Prior Approval can be established with
the following information:
- Dates, times, and
location of event (and flier if available)
- Guest list (including names, titles, and affiliations of ALL attendees)
- Business related nature/purpose of the event
Failure to get Prior Approval
can result in incurring expenses that are un-allowable, and hence cannot be
reimbursed.
*Keep in mind the following
per-person meal caps: ($26 breakfast, $38 Lunch, $64 Dinner, $17 Refreshments).
Anything over these caps (which INCLUDE TAX, TIP, and DELIVERY) is considered
exceptional and will need to be approved by the department Control Point.
**If Alcohol will be
purchased, the request must be sent to the College Dean, or Chancellor for
Approval. Please let ISBER know ASAP so that this approval can be in place
ahead of time or risk incurring non-reimbursable expenses.
FYI, alcohol is not allowable unless unrestricted
monies are available to pay.
Parking,
Transportation, Meeting Room Rental, and Miscellaneous Expenses (at UCSB):
- Please have
direct billed if possible
- Have the
Individual Departments (Transportation and Parking Services, UCen, etc) contact
Katie for account number to use for expenses.
As always, ISBER is happy to assist with any arrangements, and we are
readily available to answer questions as they arise (Katie Bamburg 893-5697).
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