Seminars Procedures

Invited Guest Procedures

 

1.   Complete web-based form (found on the MSE Events web page) and submit.  Submissions should be made at least 1 month in advance of the presentation.  MSE is happy to contribute a maximum cost of $1000.00.  Form will be emailed to mse-support-services@uwaterloo.ca

Form includes the following:

·        Date of submission

·        Name of host

·        Name of guest speaker

·        Guest speaker’s contact information

·        Justification for guest speaker’s talk

·        Abstract

·        Bio

·        Date of guest speaker presentation

·        Anticipated room location

·        Anticipated hospitality costs (catering if needed OR dining out with speaker)

·        Anticipated travel costs (guest speaker’s travel costs, hotel for a max. of 2 nights stay)

·        Approximate number of attendees (# of Faculty, Staff, Grad, Undergrad)

·        Approximate number of external guests (Names, affiliation to UW, their connection to the event)

·        Was there a similar event held in the current calendar year

·        Confirmation that no alcohol will be expensed

·        Work order to be charged

·        Additional notes

 

2.  Support Services Coordinator will forward package to Chair for approval

If approved:

3.  Approval will be emailed to host

4.  Support Services Coordinator will forward completed package to Financial Coordinator

5.  Support Services Coordinator will book/hold room, if available

6.  Financial Coordinator will forward completed forms to Chair and Dean’s Office for approval

7.  Chair and Dean’s Office to make final decisions/approvals

8.  Mse-support-services@uwaterloo.ca will email host final decision

If 2nd approval received:

9.  Host to email Support Services Coordinator information for Seminar Notice (Title, bio, abstract)

10.  Support Services Coordinator will update Events section of MSE website with seminar date and link to Seminar Notice

11.  Support Services Coordinator will email Seminar Notice to Faculty, Staff, and Students

12.  Professor must submit hospitality receipts via Concur (Invited guest must keep all original receipts (food, transportation, boarding passes, etc.)  

13.  Invited guests can submit pre-approved expenses via an expense claim form to Financial Coordinator.   

expense-claim-form-2022.xlsx

    

seminar-expense-claim-information-sheet.pdf

 

14.  Financial Coordinator will coordinate with visitor on reimbursement of submitted expenses.