Sharing Costs
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This document describes the procedure for handling reimbursement for
people sharing rooms and cars.  Please be sure to read the
reimbursement guidelines to determine what we do and don't cover in
the first place.

SHARING ROOMS

Each person must obtain a receipt for the room from the hotel.  The
room registration must name both people (so that the names appear on
the receipt).  You must submit this receipt for reimbursement.  We
will deduct charges that we do not cover (phone calls, pay-per-view,
etc).  The remaining cost will be split in two, and each person will
receive one half.

SHARING CARS

The driver is expected to pay all the costs.

When you rent the car, you will be given an estimate of the rental
cost.  Be sure to get one that includes the taxes and other costs.
Divide this between you and your passengers.  Make sure you all agree
on these amounts.

We will hand out a form to be filled and turned in during the
workshop.  The form will have two categories, passengers and drivers.
Drivers indicate how much they are due from their passengers;
passengers indicate how much they owe their driver.

When it comes to reimbursement time, each driver's allowance will be
increased by the amount due to him from all his passengers, combined.
Each passenger's allowance will be reduced by the amount he owes his
driver.  Reimbursement will be based on this new amount.  (The driver
must include the car rental receipt.  The passengers do not need to
provide a car rental receipt.)

For example: say Alice, Bob, Carl and Davy share a car, with Alice
driving.  Suppose the total rental is $200.  On her form, Alice will
mark herself as a driver, listing Bob, Carl and Davy as her
passengers, and will indicate she is due $150 from them.  Bob, Carl
and Davy will each mark themselves as a passenger of Alice who owes
her $50.  Suppose all four were given stipends of $300.  Bob, Carl and 
Davy will be reimbursed up to $250; Alice (who must submit the car
rental receipt) will be reimbursed up to $450.

We have tried other methods in the past.  We devised this because it
seems the one that is most fair to the participants.  In particular,
it frees the passengers from having to wait for the driver to turn in
reciepts before they can be reimbursed.  This can be a useful
protection for a participant.