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Reimbursement Policy

Please see Traveling to the United States (The National Academies), U.S. State Department and U.S. State Department Visa Waiver Program for information about visas. Note that starting January 12, 2009 all Visa Waiver Program (VWP) travelers are now required to obtain a travel authorization via the Electronic System for Travel Authorization (ESTA) prior to traveling to the U.S. under the VWP.  Please call your local U.S. consulate or embassy and inquire what the rules are pertaining to your country.  If you are already in the U.S. on a visa (e.g. F-1, J-1, or H1B), please talk to the international office at your home institution and inquire about the rules pertaining to reimbursement.

If you are being reimbursed for airfare, in order to use NSF funds you need to book your flight on a US flag carrier (i.e. a US airline) or a UE based airline under the EU-US Open Skies agreement. Furthermore, depending on your visa status, Vanderbilt may be required to withhold taxes from the amount offered. It will be your responsibility to inquire about visa requirements to enter the US. If you have questions about reimbursement of travel expenses, please contact Donna Ray Anthony at

All non-U.S. citizens who will be receiving financial support need to fill out Glacier Forms BEFORE arriving in Nashville. Information about this will be sent to international visitors before the conference.


Reimbursement Process

Regarding reimbursements, this is very important! To be reimbursed you must register through our Supplier Registration Portal. You will be required to submit several details about your “company”, which is “you”. To proceed, please visit the link to review the registration instructions, gather necessary documents, and begin the registration process.

  1. You will need to submit all requested materials/forms/receipts by May 26, 2023, at the latest, in order to receive your financial support.
  2. You are welcome to submit all relevant receipts and we will reimburse you for a higher amount than initially agreed on in the event there are additional funds available.
  3. Since NSF grants are providing funding for this conference, you must provide receipts in order to be reimbursed. Receipts must be itemized and show the method of payment or be accompanied with a redacted bank statement to show proof of payment.
  4. Receipts are to be emailed to Donna Ray Anthony, in a PDF format, as one document. Please do not send receipts individually.