Please note this page applies only to sponsored attendees. If you are participating remotely or are paying for your own travel and accommodation, you will not be able to expense any additional costs. If you are working for Canonical, please instead refer to the company expense policy.
Congratulations on being approved for the Travel Sponsorship for SCaLE. We'd like to share some guidelines on booking travel that will be important for reimbursement.
Reimbursement
Sponsorship for SCaLE allows you to book travel and accommodation, hand in the receipts, and we will reimburse you up to the amounts mentioned on this page.
- All costs should be kept to a minimum, and all claims should be supported by original itemised receipts. Credit card slips or statements will not be accepted as evidence of business expenditure. Expense claims submitted without supporting receipts may not be reimbursed.
- It is your responsibility to submit your expenses via this form, and email it to eas@lists.canonical.com by April 1st, 2023. You will receive a message that your email is being held for moderation. Our EA Team will review the moderated emails regularly, you do not need to worry that your message will not be read.
- Claims submitted after April 1st may not be reimbursed.
- You will be reimbursed by May 1st, 2023
Dates
When booking hotel and flights, please plan to arrive on Wednesday, March 8th, 2023 to Thursday, March 9th. If you need to arrive later or leave earlier you are welcome to, but please be available during the event.
If you are staying longer you will be responsible for your own accommodation and additional cost due to higher airline ticket prices.
Air and ground travel
When booking travel, please book the lowest logical fare. This means the lowest available economy travel from your home airport or train station to Pasadena and back, with reasonable connections and total travel time. We expect flights to be lower than $500, if your flight goes over this amount please reach out for approval before booking.
Visa Requirements
Please check the visa requirements for travel. You may need a visa or other type of travel authorization. If you need a visa letter please reach out to eas@lists.canonical.com.
Local transportation
Public transportation should be used wherever possible. If no suitable public transport is available, if you are travelling late at night or if you feel your personal safety is at risk, you may use a rideshare/Uber or local taxi. Consider sharing a taxi with other participants if you are aware.
Hotel
Please book a standard room at the Hilton Pasadena. There will be a local city tax you need to pay at the hotel. We expect that hotel nights will be under $200 per night. If your rate is in excess, please ask for approval prior to booking.
Hotel incidentals such as spa and minibar items will not be reimbursed.
Per-Diem
Please make use of the breakfast option at the hotel. Lunch will be reimbursed up to $30. Dinner will be covered up to $40, aside from Saturday where there will be a group dinner.
- Drinks that are not part of a meal or are excessively expensive cannot be expensed..
- If eating out in a group and the final bill is split, please provide the itemised receipt with your claim.