The Center for Education and Research in Information Assurance and Security (CERIAS)

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Information Assurance and Security (CERIAS)

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US Travel Tips for New Faculty…and for Not-so-New

I have over 3000 entries in my online address book and card collection, and I no longer remember who half of them are, where I met them, or why....a note would have helped me in trimming the collection some. ... Furthermore, you can read the papers when on the plane during times that no electronic devices can be used, and you can write comments in the margin when you have a small fold-down seat tray that isn't large enough to hold an open laptop. ... Also, you are prepared when the airline asks for volunteers to be bumped to the next day in return for a free ticket -- that means you can save money on your grants for the next conference, or else use the free ticket to have a spouse/SO accompany you on a trip. ... Airline check-in people can give you a better seat or waive a change fee if you are nice, flight attendants will sometimes comp a drink or give you the last blanket, and hotel clerks can put you in a better room -- all if you are nice. ... At the end of the trip, the receipts get sorted into three piles: those that go to the university or sponsor for reimbursement purposes, those that go into my file for income taxes (all meal receipts, for example), and a pile I keep until I have been reimbursed and my frequent flier miles credited. ... Intel is one example -- over a 3 year period with 5 trips they never paid an invoice in less than 6 months, one took 10 months to reimburse, and I had to file as a business supplier to even get into their system! ... If you are flying to a conference on grant money, check on university policy -- most will cover the change fee or even the cost of the ticket so long as you commit to buying non-refundable tickets to keep costs low. ... Yeah, maybe you collect frequent flier miles by using that card, but it also may have an 18%-25% effective annual rate. if you are delayed getting a reimbursement, or it crosses the due date of the bill, you may be paying a hefty penalty for those miles. ... The taxes part is easiest -- keep the receipts and if your reimbursement gets included in a form 1099-MISC filed by your host, then you list the amounts as deductible business expenses (talk to a tax advisor for specifics -- don't depend on this blog!). ... It is all perfectly legal (although you may need to educate the clerks at the other end), has the same number of digits as your SSN, but it compromised it won't contribute to fraud committed with your identity.

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