University of Minnesota
University of Minnesota
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IMA Visitor Information

Financial/Accounting Policy

If financial support is requested for your visit to the IMA, your invitation letter will contain the specifics of your award amount as governed by the policies below. Please carefully review the associated policies and contact visit staff with any questions.

You will receive a reimbursement form in your registration packet. Please submit your expense reimbursement form to the Accounting office. Requests for reimbursement will not be accepted in excess of 6 months after the departure date stated on the expense form. It will take approximately 4-6 weeks for you to receive the expense reimbursement.

Local Expenses

Short Term Visitors (less than 30 days)
If the IMA has offered to pay your local expenses, our housing coordinator will work with you to secure accommodations. In addition to your housing, you will be reimbursed $40.00 per day for meals and miscellaneous expenses.

If you prefer to make your own housing arrangements, the IMA will reimburse you at a rate of $50.00 per day for meals and miscellaneous expenses. Your reimbursement can be increased up to a maximum of $75 per day for all expenses if you provide receipts for your lodging.

Long Term Visitors (more than 30 days)

Our housing coordinator will assist you in securing housing for your stay. Visitors for one month or more will be reimbursed up to the amount agreed upon in your invitation letter toward local living expenses such as housing (lodging receipts for a minimum amount are required), meals and taxi. If you stay less than 30 days, the amount reimbursed to you will be prorated to the number of days you will be in residence at the IMA. Please note that if you are away from the IMA for more than two days during your visit you are required to inform visit staff so that your local per diem reimbursement can be prorated accordingly.

If you will be away from the IMA for more than two days during your visit, please send e-mail to this helps us to direct phone calls, take care of mail that may accumulate, etc.

Travel Expenses

Participants are expected to be present for the duration of the IMA event — this reflects the IMA's commitment to our funding agencies and to highly interactive events. Any IMA offer for partial or full airfare reimbursement to participate in a workshop assumes that the participant will attend at least ½ of the event (e.g. 2.5 days of a 5-day workshop, 1.5 days of a 3-day workshop, excluding travel).

Air Travel from the United States
If the IMA has offered to pay your domestic airfare, we will reimburse the market value of the lowest cost regular round trip airfare unless otherwise specified in your invitation. This usually requires booking a ticket at least 21 days in advance of your visit.

If you purchase a higher priced ticket, the IMA will partially reimburse the cost, up to the lowest cost regular fare or up to the allowed amount in the invitation. Reasonable ground transportation costs are also reimbursable (receipts are required for all fares above $24). Fees charged by airlines for aisle seats are not reimbursable. IMA Visitors should choose seats that are not assessed extra fees.

International Air Travel (including Canada)
International airfare reimbursements through the IMA are subject to the same advanced purchase and minimum stay considerations outlined in the first paragraph of the Domestic air travel section above. Please review that paragraph carefully.

If the IMA has offered to reimburse part of the cost of your international airfare, the IMA's funding sources require that you purchase your ticket on a U.S.-flag air carrier. You will not receive airfare reimbursement if any portion of the travel is with a foreign carrier. If the U.S.-flag air carrier does not serve an origin or interchange point, a foreign-flag carrier shall be used to the nearest interchange point on a usually traveled route to connect with a U.S.-flag air carrier. Tickets (or documentation for electronic tickets) must identify the U.S. flag air carrier's designator code and flight number." Your travel agent may, with the best of intentions, attempt to persuade you that because the flight is code-shared it doesn't matter which company you buy the ticket from: for example, KLM or British Airways or Air France, especially because these are generally less expensive. However, it does matter to the IMA. If you buy a ticket from KLM, for example, the flight numbers will be preceded by the code "KL" and we cannot reimburse this. The flight numbers must have the code from the U.S. airline (e.g., "NW" for Northwest, "UA" for United Airlines, "DL" for Delta, "TW" for TWA, etc.). Then it does not matter to whom the actual air carrier belongs. This restriction is needed to comply with applicable U.S. government regulations. Fees charged by airlines for aisle seats are not reimbursable. IMA Visitors should choose seats that are not assessed extra fees. If any portion of this policy is not clear, contact IMA staff before purchasing your ticket.

Automobile Travel/Mileage Reimbursement
If you chose to drive to the IMA, we will reimburse $0.55 cents per mile (effective July 1, 2011) and local parking costs up to the amount of the lowest cost airfare. Mileage can be shown by conducting an Internet map search and printing the results. It is also helpful to do a search for the lowest cost airfare, for the dates of your visit, for comparison. Please keep receipts for parking reimbursement.

Other Information

  • The IMA will reimburse your taxi to and from Mpls/St. Paul Airport (MSP), but we do not reimburse for rental vehicles.
  • The IMA and the University of Minnesota encourages everyone to use a personal phone card, call collect or charge the call to your home phone number for "personal" phone calls.
  • The IMA is not able to accept payment by credit card for workshop dinners or any other purpose.

Banking

Check Cashing: University of Minnesota checks can be cashed at

  • The Bursar's Office in Williamson Hall, on lower level, from 8:00 a.m. to 3:30 p.m. Monday - Friday at a cost of 50 cents.
  • Any Wells Fargo (see phone book for locations)

Third Party and/or Non University Check Cashing and/or Currency Exchange:
If you are an international visitor without a United States bank account and would like to cash a check from a third party and/or other institution you may cash these checks at the TravelEx, Lindbergh terminal, MSP Airport. At the TravelEX you may exchange currency, transfer money, and cash travelers checks. There is a fee for this service of $7.95 or 2% of the check, whichever is greater. The TravelEx is located at the Lindbergh Terminal, between Doors 5 and 6 in the Ticketing lobby. It is open from 6am until 9pm daily. The phone number is 612-713-7483.

Banks: Several are located nearby if you wish to set up an account or transact other business

  • TCF
    University Hotel Minneapolis (formerly Radisson Hotel) : 615 Washington Avenue. Phone: 612-331-3639.
    Dinky Dome: 1501 University Avenue SE. Phone: 612-823-2265
  • US Bank
    Branches in Coffman Memorial Union and in Dinkytown at 401 14th Avenue SE
    Phone: 612-US BANKS.

International Banking:

    Bank Accounts
  • TCF
    Radisson Metrodome: 615 Washington Avenue. Phone: 612-331-3639.
    Dinky Dome: 1501 University Avenue SE. Phone: 612-823-2265
  • US Bank
    Branches in Coffman Memorial Union and in Dinkytown at 401, 14th Avenue SE
    Phone: 612-US BANKS.