The primary “starting-point” contact for any MEMS-related financial matters is the MEMS administrative assistant: Frederique Beaufils (Frederique Beaufils). Joyce Loftin (loftinj@email.unc.edu), in the history department, oversees the MEMS budget.

Whenever contacting the MEMS administrative assistant (Frederique Beaufils) by email about financial matters, please ‘cc’ Joyce Loftin so she will have a record of the various transactions, questions, and requests.

As a general rule of thumb, please contact the MEMS admin and Joyce well in advance of any requests for funds or reimbursement, making sure to identify yourself as a MEMS student, your event or travel plans, and/or your specific grant source (e.g. Dissertation Fellowship, Research Award, Conference Travel Award). This advance email will help the administrators keep track of who is doing what, when, and where for the remainder of the process.

Any receipts submitted for any purposes sure be taped to an 8.5×11 sheet of paper, again, clearly identifying on the sheet your name, your PID, the MEMS event in question, and/or the specific grant-source. Also indicate what address you would like your check to be sent to. Be sure to inform the MEMS assistant if there has been a recent change to your home address.

Receipts should be sent to the program administrative assistant:

Frederique Beaufils

MEMS/Department of History Hamilton Hall, 403

CB #3195 Chapel Hill, NC 27599-3195

fax:(919)962-1403

beaufils@email.unc.edu

Research, Conference Travel, or Dissertation Funding:

If traveling, please note where you are going, approximately when and for what purpose. Travel grants only pay for the following:
- Flights
- Conference registration
- Hotel
- Ground transport

- and a per diem meal allowance

Airfare: Whenever possible please book your flight on an American carrier as the University requires that we be in compliance with the “Fly America Act.”

A detailed list of U.S. flag air carriers is set forth below:

* Airtran Airways (FL)
* Alaska Airlines (AS)
* America West Airlines (HP)
* American Airlines (AA)
* American Trans Air (TZ)
* Continental Airlines (CO)
* Delta Airlines (DL)
* Frontier Airlines (F9)
* Hawaiian Airlines (HA)
* Midwest Express (YX)
* Northwest Airlines (NW)
* Southwest Airlines (WN)
* Spirit Airlines (NK)
* United Airlines (UA)
* US Airways (US)

Also be aware that the price cannot be reimbursed until after all travel is completed. If submitting a receipt for your airfare, make sure it has the flight details, the total price of the purchase, and indicates your method of payment ( i.e. credit card )

Food: Food will be reimbursed on a per diem basis (dinner: $19/ lunch: $9.75 / breakfast: $7.50); no need to submit receipts except for group dinners.

Rooms and other expenses: please keep all receipts and submit them in the format described above (i.e. taped to paper, clearly marked, etc.). As with airfare, make sure that your receipt includes information about what you purchased and notes the method of payment.

If proof of payment is not indicated on your receipt and you paid by credit card, you may submit a copy of your credit card statement along with your receipt. Circle the relevant purchases and black out all information not relevant to the reimbursement. This includes your basic account information.