[Hotstorage-chairs] HotStorage'26 Keynote Address [Reimbursement]

Mon Oct 5 14:33:15 EDT 2026

Hi Ali,
As far as travel reimbursement is concerned, the completed and signed form along with receipts for approved expenses suffices. I am deferring to the conference organizers regarding your additional question regarding an honorarium.
Best,
Tendo Mutanda
Program Coordinator, SIG & Conference Operations
Association for Computing Machinery
1601 Broadway, 10th Floor
New York, NY, 10019
(212) 626-0602

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________________________________
From: Ali R. Butt <butta at cs.vt.edu>
Sent: Monday, October 5, 2026 12:56 PM
To: Zheng, Mai [E CPE] <mai at iastate.edu>
Cc: Tendo Mutanda <mutanda at hq.acm.org>; chairs26 at hotstorage.org <chairs26 at hotstorage.org>; generalchairs26 at hotstorage.org <generalchairs26 at hotstorage.org>; Li, Bingzhe <bingzhe.li at utdallas.edu>
Subject: Re: HotStorage'26 Keynote Address [Reimbursement]

Thank you Mai.

One more question: Is the honorarium (i) in lieu of the reimbursement (one or the other), (ii) in addiiton and I have to add it to the form, or (iii) its done separately?

@tendo, I’ll send you the form and receipts shortly.

Thank you,
-ali

> On Oct 5, 2026, at 11:36 AM, Zheng, Mai [E CPE] <mai at iastate.edu> wrote:
>
> Dear Ali,
>
> Thank you again for joining HotStorage’26 and giving us the great talk! We really appreciate your insights and support!
>
> Regarding the travel reimbursement, would you mind completing the attached ACM expense report and submitting it along with receipts to Tendo Mutanda (the ACM Program Coordinator for HotStorage’26, cc’ed)? I’m copying the ACM guidelines at the end of this email for more reference. If there are any questions regarding the report, please feel free to contact us!
>
> Hi @Tendo Mutanda,
> Ali kindly gave a keynote talk at HotStorage’26 and we would like to reimburse him for the travel. If anything else is needed besides his expense report and receipts, would you please let us know? Thanks again for all your help throughout the journey!
>
> https://www.acm.org/special-interest-groups/volunteer-resources/conference-planning/conference-finances
> Reimbursing Speaker Expenses
>     • For speaker travel reimbursements, ACM has an expense report that speakers must complete and submit along with their receipts to the Conference Operations Liaison.  The expense report and receipts should be submitted as a single PDF rather than individual files.  ACM accepts scanned copies of receipts or originals via mail or courier, if preferred.
>     • Receipts must show payment was made rather than indicate a balance due.
>     • Receipts are required for all expenses over $25.
>     • ACM cannot accept order confirmations as proof of payment.
>     • Personal meal reimbursement is limited to $60 per day for conferences that take place in the US, and $75 per day for conferences outside the US.
>     • Once a reimbursement request is received, your Conference Operations Liaison will request payment approval from the Conference Chair or Treasurer.
>     • US-based recipients are paid via direct deposit.
>     • Recipients outside the US are paid via wire transfer.
>     • Once a speaker submits a payment request, it can take up to 15 business days to receive payment.
>     • Receipts need to show show that a payment was made, and not indicate a balance due.
>     • Per ACM travel policy, travel insurance, fees paid to travel agents, as well as frequent flyer miles are not reimbursable expenses.
>     • Requests for mileage reimbursement must include the to/from addresses, number of miles, and purpose of trip (a print mileage map with those details is acceptable as well).  ACM reimburses according to the current IRS business mileage rates .  IRS mileage rates change frequently, so it is recommended to check the web-site prior to requesting reimbursement .
>     • Please note that timely payments are based on the accuracy of the information provided.  ACM cannot release payments without the proper documentation and approvals as noted above.
>
> Thanks,
> Mai
>   From: Ali R. Butt <butta at cs.vt.edu>
> Date: Monday, October 5, 2026 at 9:48 AM
> To: Zheng, Mai [E CPE] <mai at iastate.edu>
> Cc: chairs26 at hotstorage.org <chairs26 at hotstorage.org>, generalchairs26 at hotstorage.org <generalchairs26 at hotstorage.org>
> Subject: Re: HotStorage'26 Keynote Address [Reminder]
>
> Dear Mai,
>
> Thank you again for having me at HotStorage and the opportunity to give the keynote talk. I really enjoyed the interactions.
>
> Now that the travel is complete, I have collected my receipts for reimbursement. Please let me know whom should I contact/send the receipts to. Appreciate your guidance.
>
> Warm regards,
> -ali
>
>
> > On Aug 15, 2026, at 1:32 AM, Zheng, Mai [E CPE] <mai at iastate.edu> wrote:
> >
> > Hi Ali,
> >
> > Thank you for reaching out! Please feel free to arrange your travel including flights, lodging, etc. as you see fit. We will reimburse you later based on ACM's “Reimbursing Speaker Expenses” policy (https://www.acm.org/special-interest-groups/volunteer-resources/conference-planning/conference-finances). Please note that "Receipts are required for all expenses over $25”  (-:
> >
> > Thanks again for accepting our invitation. We’re very much looking forward to your talk!
> >
> > Best,
> > Mai
> >
> >
> > On 8/14/26, 5:36 PM, "Ali R. Butt" <butta at cs.vt.edu> wrote:
> >
> > Hi Mai,
> >
> > I am working on my flights this weekend, and will plan to be there on 28 and 29 both. Since I start from a small airport, I’ll do this now rather than later to get the best available journey.
> >
> > Let me know if I arrange my own lodgings and seek reimbursement, or will you guys do that direct for me. Either is ok. I’d need 27-30.
> >
> > Thank you and excited for the talk,
> > -ali
> >
> >
> >
> > > On Jul 21, 2026, at 12:14 PM, Zheng, Mai [E CPE] <mai at iastate.edu> wrote:
> > >
> > > Hi Ali,
> > >
> > > This is great! Thank you so much for accepting our invitation! We are honored to have you join us! We will follow up with more details once the program is finalized. In the meantime, please do not hesitate to reach out if you have any questions or specific requirements.
> > >
> > > Thanks again, and we are looking forward to hosting you!
> > >
> > > Best,
> > > Travis and MaiFrom: Ali R. Butt <butta at cs.vt.edu>
> > > Sent: Tuesday, July 21, 2026 10:09 PM
> > > To: Zheng, Mai [E CPE] <mai at iastate.edu>
> > > Cc: chairs26 at hotstorage.org <chairs26 at hotstorage.org>; generalchairs26 at hotstorage.org <generalchairs26 at hotstorage.org>
> > > Subject: Re: HotStorage'26 Keynote Address [Reminder]
> > >  Hi Mai and Travis,
> > >
> > > I am honored to be invited, and happy to accept.
> > >
> > > Also, thank you for the follow up, the earlier email has fallen through the cracks.
> > >
> > > Warm regards,
> > > -ali
> > >
> > >
> > > > On Jul 21, 2026, at 10:00 AM, Zheng, Mai [E CPE] <mai at iastate.edu> wrote:
> > > >
> > > > Dear Ali R. Butt,
> > > > Hope you’ve been well. We're writing to follow up on our invitation for you to serve as a keynote speaker at HotStorage'26, to be held on September 28–29 in Prague, Czechia (https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.hotstorage.org%2f&c=E,1,xq1qHt_y_XHaA6VsEHFzUjF-Z90AYdAMg_70IxApzWTySc-5NbTjhmrUbRnJkG6ZyDbtBRJv49zSDWgjqTpw-MKa3tBXM0BYcTVJoqY7r2Fysusgr13p7q0,&typo=1), co-located with SOSP ’26.
> > > > We would be delighted to have you join us, and your perspective on storage systems would be a great fit for the program. We realize your schedule is busy, so we wanted to check whether you’ve had a chance to consider the invitation.
> > > > If helpful, we're happy to provide any additional details. We would appreciate it if you could let us know your availability at your earliest convenience.
> > > > Thank you again for considering this, and we hope we’ll have the chance to host you!
> > > >
> > > > Best regards,
> > > > Travis Janssen & Mai Zheng
> > > > On behalf of HotStorage’26 Organizing Committee
> > > > https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.hotstorage.org&c=E,1,y_4F88Y1fiByFdj2fUTLggtY9Ujpxr7IeLWOaawHlpMCGFUe5bMqIfqNj01JVwXuvlH24MtS_SqKDLFX1n-k8c-beN0I977jElN70DD29w,,&typo=1
> > > >
> > > > From: Zheng, Mai [E CPE]
> > > > Sent: Tuesday, July 7, 2026 1:12 PM
> > > > To: Ali R Butt <butta at cs.vt.edu>
> > > > Cc: generalchairs26 at hotstorage.org <generalchairs26 at hotstorage.org>; chairs26 at hotstorage.org <chairs26 at hotstorage.org>
> > > > Subject: HotStorage'26 Keynote Address
> > > >  Dear Ali R. Butt,
> > > >
> > > > On behalf of the organizing committee of HotStorage '26, we are writing to invite you to deliver the keynote address at HotStorage '26, taking place September 28–29 in Prague, Czechia (https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.hotstorage.org%2f&c=E,1,uZDUUJi100k2NbWePClHMfLL1VKkKDACFFolHvkslQnQInCiEmJPJ_daJU5XH1j0P5K3d08E2JwF_f4TZFC8CVlb6WrySDb32o0xNpwGA8Qd&typo=1), co-located with SOSP ’26.
> > > >
> > > > Your work on storage and I/O systems has had a significant impact on the field, and we believe your perspective would resonate strongly with our community. We would be honored if you would accept our invitation.
> > > >
> > > > The keynote would run approximately one hour on September 29, the day before the SOSP main conference. We are happy to work around your schedule and accommodate any preferences you may have regarding the format. We will cover your travel and accommodation expenses, and provide an honorarium in accordance with ACM policy as a token of our appreciation.
> > > >
> > > > If you are interested, we would be delighted to share further details and answer any questions you may have. We would greatly appreciate hearing from you at your earliest convenience, and no later than July 21.
> > > >
> > > > Thank you for considering our invitation, and for your many contributions to the community!
> > > >
> > > > Best regards,
> > > > Travis Janssen & Mai Zheng
> > > > On behalf of HotStorage’26 Organizing Committee
> > > > https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.hotstorage.org&c=E,1,pUM7Tgusje9LH181vAHOjTqcjLJJpdLJkHl1M5qJH9Wx32XW48FEB5kRn-6JAXhQ-HkgvSZllTJCjfWs_PHAbGR0ZtzcUCwjwcOKnU07-DM,&typo=1
> >
> >
> >
> > --
> > Mai Zheng
> > Associate Professor
> > Dept. of Electrical & Computer Engineering
> > Iowa State University
> > https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.ece.iastate.edu%2f~mai%2f&c=E,1,-Mkdaq65K8aGGusZjUWyE4rVEKh35vk7hmP4lMRFaMct6pXqtn_yW8OSETK5MspxZZt2LQY-W2oynmMhhnoGKvVlmd91pNg6o4EGto7YXWGvHJBnmH0-&typo=1
> >
> >
>
> <2026-volunteer-reimbursement-report---blank-09.10.2026-with-instruction-tab.xlsx>

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