LXAI Workshop Grant Awards

NeurIPS 2019

Travel awards based on average costs of travel from the location of origin to Vancouver,
CANADA between December 8th through December 14th for up to 3 days surrounding the
workshop date on December 9th, 2019. ​Receipts are required in order to receive
reimbursements.

*You may opt to receive a travel award from the main conference, another workshop, or your
company or institution. It is possible to combine another grant with the LXAI grant, but costs
must be clearly assigned to each grant and you must submit a copy of all other grant letters and
all expenses to each organization for accounting purposes. Overpayments for any given cost
are not allowed as this would be counted as income.*

Financial details of each awarded grant are provided in your invitation letter.​ Below you
can see the maximum amounts assigned for flights and/or transportation depending on the
location of the presenter.

All grant amounts and reimbursement are in US Dollars (USD)​.

Maximum Grant Awards (USD$)

Finland $1,100.00
Flights Germany $950.00
Mexico $600.00
Max Flight
Panama $650.00
Country Reimbursement
Peru $850.00
Argentina $1,600.00
Russia $900.00
Brazil $1,600.00
Spain $1,000.00
Canada (East) $650.00
Sweden $1,100.00
Canada (West) $150.00
Taiwan $950.00
Chile $1,050.00
UK $700.00
China $850.00
USA (East) $550.00
Colombia $800.00
USA (West) $450.00
Ecuador $1,250.00
Venezuela $2,200.00
Ethiopia $1,600.00
France $1,350.00
Driving: 54.5 cents per mile up to the maximum travel allowance
Mileage reimbursement may be requested in lieu of flight if the cost of driving is less
than the cost of flying based on the proximity of the presenter to the conference venue.
You must provide a google map with your location of origin, route, and miles traversed along
with any expense receipts for reimbursement.

Mileage Reimbursement could cover:

● Gasoline
● The cost of maintenance (oil, lube, routine maintenance)
● Insurance (liability, damage, comprehensive and collision coverage)
● Licensing and registration
● Depreciation and all other costs associated with the operation of the vehicle

Expectations:
All presenters are expected to arrange travel and hotel/Airbnb as soon as possible to ensure the
lowest possible cost.

If invited by multiple workshops, presenters are expected to inform LXAI workshop chairs so
associated travel, accommodations, per diem, and extraneous costs may be split among
workshop organizations.

If the conference, your company, or other institutions are sponsoring or reimbursing costs,
presenters are expected to inform LXAI workshop chairs, and those amounts will be deducted
from your LXAI grant reimbursement. As mentioned before, grants can be combined, but no
double payments for a given cost are allowed. All receipts, grant letters, and reimbursements
made by other institutions must be provided during the reimbursement process.

For example, the LXAI grant might cover flights to Vancouver and 3 days of accommodation/per
diem around the LXAI workshop, and you can use another grant to cover accommodation/per
diem for other days to attend the main NeurIPS conference.

Before acceptance of invitation and reimbursement award, you must sign a release of liability to
the LatinX in AI Organization and agreement to abide by our code of conduct.

The release of Liability & Code of Conduct Form:

https://drive.google.com/file/d/1NCbj0Lkhf_HeXzTvtLqtdIHh1hUdONcD/view?usp=sharing

Please email the completed form to workshop chairs at ​latinxinai@accel.ai​ before arranging
travel or attending this event.
Reimbursement Process:
To receive reimbursement, presenters must complete expense reimbursement form, including
your name, address, a fully legible digital copy of all receipts, dates of purchase, the categories
of each expense, and expense description. ​Anyone receiving travel awards is expected to
complete a post-workshop survey prior to reimbursement.

All expenses must be submitted within ​30 days​ following completion of the conference.

Expense Reimbursement Form:

https://forms.gle/PqPJbweVsVzVFbtw8

Expense Spreadsheet Template:

https://docs.google.com/spreadsheets/d/17d9vHz2QnNzzgP8D7Yva0sdjRBn_teKk30ZMVjkUqX
U/edit?usp=sharing

Payments
Grant payments are being issued via check, from our fiscal sponsor, Accel AI Institute, and will
be mailed to the address provided on your expense reimbursement form. Once completed
reimbursement form and receipts are submitted, expected payments are sent within 7 business
days.

If you are not able to deposit a check from their financial institution, we could make an exception
to send the funds via bank deposit or wire transfer, which has international pickup locations. Any
transfer or service fees will be taken out of your final grant payment. Please indicate this option
on your reimbursement form and provide your banking information.

Bank Deposits
All deposits whether in USD or a foreign currency must be sent through a third-party service
provider as described below.

PayPal
Bank deposits to domestic US bank accounts in USD are handled through Paypal.
Xe Money Transfer
Used to deposit money to recipients with bank accounts in Mexico, Canada, Europe, and Asia.
No transfer fees and they offer the mid-market exchange rate for currencies. The estimated time
for deposit is ~1 week or 7 business days to complete the transaction.

Xoom, A Paypal Service

Used to deposit money to recipients with bank accounts in Colombia, Peru, Brazil, and some
other South American countries. Transfer fees set by Xoom range between $4.99 - $11.99
depending on the amount of transfer and currency exchange rates.

Identification Requirements:​ One valid ID

The following are valid IDs

● DNI (Documento Nacional de Identidad)

● Carné de Extranjería
● Identificación de la Policía peruana o identificación militar
● Passport (pasaporte)

Important:​ The names of the recipient must exactly match the names as they appear on your
recipient's ID.