Southeastern regional
mathematical string theory meeting

Before travelling:

Are you travelling internationally to get to this meeting? It's unlikely for these regional meetings, but if you are, you need to fill out this form and get it to Eric Sharpe (address below) at least a week before you travel. If you are not travelling internationally, if you are only travelling within the US, then regardless of whether you are a US citizen, you do not need to file that form.

Also, if you are a non-US-citizen and have an F1 or J1 visa, you will need a letter from your sponsor or international office, which you may need to obtain before travelling, see below.

After you have returned home:

US citizens / green card holders: Please fill out this reimbursement form and provide the documentation described there. (It's a summary of expenses and a W-9 form.)

Non-US citizens, non-green card holders: Please provide the following documentation:

• this reimbursement form (summary of expenses, W-8BEN, foreign national data form),
• passport (identity page)
• visa (if applicable)
• I-94 or admittance stamp
• F1 visa: I-20
• J1 visa: DS-2019
• H-1B visa: I-797
• Furthermore, if you have an F1 or J1 visa, then we also need a letter from your sponsor or international office confirming your enrollment status and giving us permission to reimburse you, signed by the designated school official or responsible officer (not the department). Note that you may need to get the letter from your sponsor or international office before you travel. VT grad students: we'll get this for you.

For all reimbursees:

• On the forms above, please provide your private/home mailing address and your email address in case of follow-up questions.
• Please provide all receipts for your expenses:
  • Airline ticket (need original)
  • Boarding passes
  • Hotel
  • Any other travel receipts (car rental, gas, taxi, parking). (We don't need meal receipts, however.)

Mail all forms, copies, receipts, and address information to
Eric Sharpe
Department of Physics MC 0435
850 West Campus Drive
Virginia Tech
Blacksburg, VA 24061
Email: ersharpe -at- vt -dot- edu

Please mail all this so that it will be received not later than one month after the date of the regional meeting. Receipts etc received after that date might not be reimbursed.