Travel Grant Guidance

Travel Grant Restrictions

• Reimbursement is limited to the maximum award amount specified in your SIGHPC notification. 

• Eligible expenses include: airfare, lodging, taxi, shuttle, mileage, and parking. 

• Air travel must be economy class. 

• Travel grants may not be used for: 

  • Conference registration 

  • Visa expenses 

  • Meals/food 

• Receipts are required for all expenses over $25 and must show proof of payment. 

• Attendance at the conference is required to receive reimbursement. 

Travel Grant Process

• After your attendance is verified, you will receive an email from SIGTravelGrants@acm.org with: 

  • A link to the expense submission form 

  • Detailed documentation requirements 

• You will receive: 

  • A confirmation email when your request is submitted 

  • A notification when your reimbursement is approved 

• Please allow up to 30 days after approval for payment processing. 

Submission Guidelines & Tips

• Dates on the expense form must match the receipt dates. 

• Expenses cannot be submitted until after the conference ends. 

• Receipts are required for all expenses, including cash transactions. 

• If a receipt is in another individual’s name, you must include a written statement authorizing reimbursement to you. 

• If receipts are in another language, please clearly identify your name and the total amount. 

• Ensure your banking information is accurate to avoid delays. 

Approval Requirements

The following require prior written approval:

• • Lodging in Airbnb, VRBO, hostels, or similar accommodations 

  • Different departure and arrival airport 

  • Travel outside one week before or after the conference dates 

  • Non-standard itineraries (multi-city travel, alternate routes, etc.) 

Failure to obtain prior approval may result in partial or denied reimbursement.

Travel Grant FAQ

Lodging

Q: What lodging is reimbursable?
A: Hotels are allowable if aligned with conference dates and location. Hostels, Airbnb, VRBO, or similar accommodations require prior approval.

Q: Can lodging outside conference dates be reimbursed?
A: No. Lodging is only reimbursable during official conference dates.

 Flights & Travel

Q: What are the flight requirements?
A:
• Economy class
• Roundtrip between your residence and conference location
• No unrelated stopovers or extended personal travel 

Q: Can I travel before or after the conference?
A: Yes, up to one week before or after the conference.

 Exceptions & Special Cases

Q: What if I travel outside the one-week window?
A: Prior approval is required. You must provide:

• A compliant (policy-based) flight comparison
• Your proposed itinerary
• Confirmation that costs are comparable 

Approved requests must be documented and submitted with reimbursement.

 Q: Can I take a train instead of flying?
A: Yes, with prior approval.

Submission instructions:

• Select “flight” in the system
• Note that train travel was used
• Upload approval documentation as a $0 “flight” entry 

 Q: Can I use a multi-city itinerary?
A: Possibly, with prior approval.

• Submit proposed itinerary and comparable standard roundtrip
• Reimbursement is typically capped at the standard fare
• Approval documentation must be included in submission 

 Non-Reimbursable Expenses

Q: Are rental cars reimbursable?
A: No.

Q: Are visa fees reimbursable?
A: No.

Q: Are food costs reimbursable?
A: No.

 Process & Compliance

Q: When should I request approval?
A: Always request approval before booking any non-standard travel.

Q: What if I don’t get prior approval?
A: Reimbursement may be reduced or denied.

Need Assistance?

If you have questions or unique travel circumstances, please reach out in advance to ensure your plans comply with policy and remain eligible for reimbursement.