St. John’s University
8000 Utopia Parkway 
Queens, NY 11439
Aug 1-4, 2018 (Wed – Sat)

Support – Travel, Lodging & Registration

Role

Number

Travel1

Lodging2

Registration3

UKC Plenary4

4-5 for UKC

Full

Up to 3 nights

Full waiver

Symposium Chair5

1 per Symp.

Up to $500

Up to 3 nights

Full waiver

Symposium Co-Chair5

2 per Symp.

Up to $400

Up to 3 nights

Full waiver

Session Invited6

1 per Session

Up to $400

1 night

Full waiver

Forum Chair

1 per Forum

Up to $400

1 night

Full waiver

Forum Speaker / Panelist

No limit

Up to $400

None

Per guideline

Oral Presenter

No limit

Up to $400

None

Per guideline

Poster Presenter

No limit

Up to $400

None

Per guideline

Student Presenter7

No limit

Up to $400

Per lodging Support9

Per guideline

Post-Doc Presenter7

No limit

Up to $400

Per lodging Support9

Per guideline

YG/PF8

No limit

Up to $400

Per lodging support9

Per guideline

1. Travel reimbursement policy is as follows:

a. Reimbursement for your travel is provided up to the maximum amount based on a one-way Google map distance from your home address to the UKC venue, as shown below:

One-way distance

For up to $400

For up to $500

Less than 100 miles

Maximum $30

Maximum $50

100-299 miles

Maximum $100

Maximum $150

300-749 miles

Maximum $150

Maximum $200

750-1,499 miles

Maximum $200

Maximum $250

1,500-1999 miles

Maximum $250

Maximum $300

2,000-2,499 miles

Maximum $300

Maximum $400

More than 2,500 miles

Maximum $400

Maximum $500

b. Reimbursement for driving a personal vehicle is calculated $0.50 per mile one-way up to the maximum amount indicated in the table above.
c. Reimbursement amount includes all travel costs (except for hotel lodging and meals), such as airfare, baggage fees, parking, subway, shuttle, taxi, Uber/Lyft, rental car, toll, personal vehicle, etc. Other expenses such as hotel tips will NOT be reimbursed.

i. Documented proof of travel is required.
ii. KSEA membership for the 2018-2019 term is required to receive any level of support.
iii. Not eligible if you receive travel reimbursement from any institution.
iv. Reimbursement request must be submitted by August 31, 2018. (The travel reimbursement form will be available on the web right after UKC 2018.)

2. Lodging support is as follows:

a. Lodging support includes a room with two bedrooms. 
b. The person can upgrade the room by paying the price difference.
c. Breakfast is included with lodging at St. John’s (Thursday, Friday, and Saturday).  Lunch is included in registration (Thursday, Friday, and Saturday).  Dinner may be bought through UKC registration.
d. Family members may stay in the room provided, but an additional family member has to pay $20 a day for an access key, breakfast and lunch.

3. Registration fee and discounts are as follows:

 

Regular member
or
Non member

Regular in YG/PF**

Post-Doc

(Member Only)

Graduate Student
(Member Only)

Undergrad Student*
(Member Only)

On Site Registration Fee

$650

$500

$450

$400

$200

Early Online Registration Fee
(by 7/7/18)

(-$200)

(-$200)

(-$200)

(-$200)

(-$100)

Online Registration Fee
(by 7/15/18)

(-$100)

(-$100)

(-$100)

(-$100)

(-$50)

KSEA Member Discount

(-$70)

(-$70)

(-$70)

(-$70)

(-$70)

Oral/Poster Presenter Discount

(-$100)

(-$100)

(-$100)

(-$100)

$0

Net Registration Fee with all discounts

$280-$380

$130-$230

$80-$180

$30-$130

$30-$80

* Presentation is optional for undergraduate students
** Industry professionals will be given priority in the YG/PF application.

4. UKC plenary speakers who travel on their own funds may receive $500 as an honorarium. The distance-based reimbursement does not apply to UKC plenary speakers, who may receive full airfare and other miscellaneous expenses.

5. Symposium chairs and symposium co-chairs should be presenters to receive travel support. Symposium chairs and co-chairs may serve as the plenary speakers for their respective symposiums.

6. Session invited speakers are NOT required to have KSEA membership.

7. Students and post-docs can receive lodging support from the Lodging Support Application detailed below.

8. Industry professionals accepted into the Young Generation and Professional Forums (YG/PF) can receive  lodging support from the Lodging Support Application detailed below.

9. Lodging Support Application details:

    • Applicant Eligibility:
      • Students (entering junior or senior undergraduate and graduate)
      • Post-docs
      • Industry professionals who apply to YG/PF
    • Application Requirements:
      • Apply the YG/PF application or through UKC 2018 EasyChair Conference Management System (CMS) when you submit your paper to a Symposium.
      • Resume or CV
      • Unofficial transcript (for students)
      • Offer or employment letter (post-docs)
    • Lodging Award application and resume are due online at the UKC website by  April 30, 2018.
    • Notifications of up to 100 awardees will be sent by May 31, 2018.
    • Recipient Requirements:
      • Present talk or poster (optional for undergraduate students).  Technical or research papers must be submitted to a Symposium but will still be eligible for support.  Only career or leadership topics are accepted into YG/PF and all other topics will be rejected.
      • Be a paid KSEA member
      • Attend all 3 plenary sessions (Thursday, Friday, and Saturday)
      • Any missed attendance and presentation may result in partial travel reimbursement
    • Recipient Award:
      • 3 nights of lodging (Wednesday, Thursday, Friday) at St. John’s with roommates. Saturday night lodging is not included but may be bought during registration.
      • Note breakfast and lunch are included with lodging at St. John’s and registration (see meals information details above).
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