PNA6 how-to information

Forms:

All forms can be found next to the mailboxes, where the printer "grape" is or in the secretary's office (Irish Hesp). After filling them out, give them to Harry Buhrman to sign, in person or in his mailbox.

Conferences:

When submitting a paper to a conference, remember that CWI will have to pay for your trip there. For the following conferences you don't need to ask prior approval if you'll give a talk there: STOC, FOCS, Complexity, SODA, ICALP, STACS, QIP, Crypto, EuroCrypt, TCC, COLT, NIPS, IJCAI, ISIT, BIOINF, PODC, DISC, OPODIS, Dagstuhl, and other conferences of similar importance. If a co-author will give the talk and you won't travel to the conference, you can submit wherever you want. When in doubt, ask Harry before submitting.

Reimbursement:

For travel reimbursement, you have to fill out two forms:

One form before the trip with an estimate of your costs
One form afterwards with the actual costs (you need to provide receipts; staple them to the form)

The financial department will process this and reimburse you, either as part of your monthly salary payment or directly to your bankaccount. Even if you want no reimbursement, for instance because your host will reimburse you, then still submit the first form (with zeros everywhere), otherwise our company travel insurance won't be valid for your trip. Reimbursement for domestic costs (i.e. within the Netherlands) uses a different form.

What you can expect to be reimbursed: reasonably priced flight/train, hotel, meals, and local transportation. If you want other things reimbursed, ask Harry first. When booking flights, try to do this early and find the cheapest option. Paying a bit more to get a direct flight is OK. You can either do this yourself (for instance via ATP or vliegtarieven) or ask the secretary to do it for you. If the hotel is very expensive - much more than 100 Euro per day, say - then try to find something else, or share a room with someone to split the costs. Staying in the hotel one night before and after the conference is OK. If you can get a much cheaper flight by staying one more night in the hotel, that's OK too.

Holidays:

CWI needs to keep track of how many of your yearly holiday days you've already used, and once in a while will give you a survey of the number of days used/still available. Before going away (including 1-day absences) fill out one of the small holiday forms.

Guests:

If you have visitors for whom you want a desk and/or reimbursement, ask Harry first and then fill out a guest form. You can either ask the secretary to book a hotel for the guest (or an apartment for longer-term visits) or do it yourself. In the latter case, you could try for instance Hotel Van Onna or Rates to go. Some hotels are paid by CWI directly, in that case the guest can get an additional small per diem for meals etc. Alternatively, the hotel costs can be part of a (larger) per diem. You can take the guest to the financial department (Huib van den Berg, M274) to get cash reimbursement. If you want to reserve a desk for your visitor, ask the secretary.

Keys:

During weekdays after 7pm and in weekends/holidays, the gates around the buildings are closed. The guards need to know who's inside. If you're staying after 7pm, let the guard know your key number around 7pm (phone 3000 or email wcw-security@sara.nl); this will enable you to get out later by swiping your key at the box next to the gate. To get in when the gate is closed: swipe your key at the gate to open it, this will simultaneously register your presence so that you can get out again later.

The PNA6 seminar, mailing list, calendars:

We have a seminar with semi-regular talks. Messages to the group can be sent to pna6-list@cwi.nl. We also have a Google calendar of PNA6 events and visitors.

Last update of this page: May 8, 2010.