JNL Research Group
University of Notre Dame
JNL Conference Expense Policy
Conferences are an important part of disseminating research results
and gaining visibility in the field. Research and other funding
should provide as much travel support as possible to Group Members
who present work at a conference, and some support to Group Members
who just want to attend a conference. Availability of funding in
either case is often hard to predict, so it should be viewed as a
privilege and not a right.
Regarding conference expenses, the following guidelines should be
followed by each Member of the Group:
- Reimbursements for conference expenses are subject to the
availability of funds.
- Valid expenses include: conference registration, ground or air
travel to and from the conference, and lodging and meals for the
duration of the conference trip. Note that the justifiable duration
of a conference trip need not correspond to the duration of the
- Multiple Group Members attending the same conference are
strongly encouraged to team up and share expenses where possible and
- To be reimbursed in any amount for attending a conference, a Group
Member will need to carefully maintain his/her receipts as well as
document the details of the trip upon returning. It is entirely up to
the Group Member to submit the appropriate reimbursement form, i.e.,
Expense Report Form. See Ms. Wheeler in the EE Department for assistance with filling out this form.
- Nominally, a Member with a paper accepted at a conference will
attend the conference, with registration and reasonable travel
expenses covered by research funds. In this case, the following
additional guidelines should be followed:
- Group Members should indicate intention to attend a conference
and work out a nominal budget with JNL in advance of travel. A
target cost for the average conference trip should be around $1000.
Sometimes they are much more expensive, and sometimes they are much
- If more than
one Member is an author on a given accepted paper, then JNL and the
authors will decide on at least one representative attending the
conference on behalf of the authors.
- The number of conferences attended is limited only by the number
of good papers the Group Member writes (without recycling!!); if
they're accepted, JNL will make his best effort to find some way for
the Group Member(s) to attend the conference.
- For Graduate Students, even if a Student does not have a paper at
a given conference, it can be very beneficial for them to attend,
experience the setting, and interact with others in the community.
This is especially true at the beginning of the Student's graduate
studies, as they look for a thesis topic. Along these lines, the
following guidelines should be followed:
- Each Student will
have a total of $500 at their disposal for general conference
registration and travel throughout their graduate work with JNL. This
is meant as a compromise, the idea being that the Student and JNL
split the cost of an average conference trip.
- The funds cannot be
used for travel expenses unless they first cover the conference
registration. If the Student decides to cover all of their own travel
expenses, there is the possibility that s/he can attend several
- Although JNL is happy to discuss strategy on utilizing
these funds, it is ultimately the Student's responsibility to figure
out how and when to use them.
- Draft: JNL, June 2, 2006
- Update: JNL, with input from Michael Dickens, June 9, 2006
- Update: JNL, with input from Michael Dickens, July 27, 2006