Travel Reimbursement Instruction

Travel Reimbursement Instruction

Note: If you attended UKC, you may receive greater benefits under the UKC policy. Please compare the maximum travel support amounts from SEED and UKC before submitting your travel reimbursement form. Submit the form only once, as travel support from SEED and UKC cannot be combined.

You will soon receive a link to access reimbursement form.

1. Lodging

1. • This only applies to those who booked your own room. 

   • The group rate at the Omni Atlanta at Centennial Park is $149/per night plus tax and service charge.

   • If you used the room by yourself only, then the max reimbursement amount will be equal to half (50%) of the above group rate.

   • Only applies to booking for 8/5/2025 (check-in) - 8/6/2025 (check-out).

   • For local participants who did not stay at a hotel room, you can request the reimbursement amount of $30 per day to cover parking expenses. ($60 total)

     • If you stayed at the room that we provided, then you are not eligible to get the parking support.

     • If you are using this local parking benefit instead of lodging, please indicate that you didn't use lodging support in the form.

     • This benefit cannot be combined with transportation support. 

   • Lodging support cannot be replaced with other benefits.

2. Transportation support

1. • Travel support is available to you as a SEED participant under the condition of holding an active KSEA membership and your full participation in the two-day event.

   • Reimbursable Travel Costs include all travel-related expenses except hotel lodging and meals. Covered travel costs may include airfare, baggage fees, tolls, parking, shuttle/subway fares, Uber/taxi, rental cars, or personal vehicle mileage. 

     • Example:You paid $100 for a flight for one-way distance of 800 miles. You paid $50 for round trips for Uber/Taxi. Your travel cost is $150; however, since the maximum allowed for travel under 1499 miles one way is $100 according to the table below, the traveler will be reimbursed $100. 

   • Personal Vehicle Use: Mileage reimbursement for travel using a personal vehicle is calculated based on the round-trip distance at a rate of $0.50 per mile, up to the maximum reimbursement amount indicated in Table below. The maximum amount is determined based on the one-way distance between the traveler's departure location and the hotel site. 

     • Example: For a one-way distance of 100 miles, the round-trip distance is 200 miles, and the calculated reimbursement would be $100 (200 × $0.50); however, since the maximum allowed for travel under 300 miles one way is $50 according to Table 1, the traveler will be reimbursed $50.

   • Required Document: A screenshot of the Google Map showing both the departure location and destination must be attached. 

3. Excluded Expenses: Incidental expenses such as hotel tips, meal purchases, or personal expenses are not reimbursable.

4. Point-Based Purchases: Any travel or lodging expenses paid using mileage points, credits, or vouchers, including airline or Uber cash are not eligible for reimbursement.

5. Non-Transferability: Travel support is awarded to the individual applicant and cannot be transferred to another person under any circumstances.

6. Reimbursement Method: Once your reimbursement form has been received by the deadline and approved, a CITI Group check will be mailed to the address you provide.

7. Restriction on Dual Travel Support: Individuals who have received travel support from any other institution or organization for SEED-related expenses are not eligible for SEED travel support.

8. Receipts are required as a proof for lodging and transportation support.