No Trip Goes Unpunished: Many Tiny Receipts

Apr 26 2013 Published by under Travel

One of the "joys" of returning from a trip involves sorting receipts.  Food, cabs, and other expenses have to be documented, either for reimbursement or tax purposes. Manually entering stuff into a spreadsheet seems so last decade...

Expensify provides a 2013 method that even interfaces with Evernote, a ubiquitous clip-and-file app that works across all major desktop and mobile platforms. You get receipts into your Expensify account through several methods, including email (great for airfare), scanned PDFs (hotel bill), or photographs taken with your smart phone (most everything else). The latter can be saved to an Expensify notebook in Evernote which will automatically sync with your online account. Alternately, you can use the smartscan app within the Expensify app to add those items. The service can identify the vendor and total amount without issues. It dates receipts by default with the date of the scan; I wish it would use the date on the receipt instead, as it does for the ones I entered in other ways. You can add comments, tags, and categories for your receipts via the smart phone or web platforms.

You then assemble the receipts into a report. You can cluster your items by category or in other ways. Below is a screen shot from the web site:

The report can then be emailed to other users, saved as a PDF, or merely printed out. The report will include thumbnails of all receipts plus full-sized versions. My four-day trip to Boston generated 18 receipts, mostly for cabs. The final PDF is 25 pages long because it includes all of these images.

The Expensify app is free, and a Core account includes 10 image receipts per month. Upgrading to the Pro level lets you scan additional receipts at $0.20 each, a bargain in my opinion. I had my information organized in a flash this morning, all ready for the IRS in 2014.

 

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KBO: Keep Blogging On

Apr 17 2013 Published by under EB2013

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Click to enlarge

Winston Churchill during the Battle of Britain admonished folks to KBO or keep buggering on (he would use "plodding" when his delicate lady typists were present).  In my case, KBO will be my motto for Experimental Biology in Boston, as noted in the title of today's post.

I have picked out some sessions that I want to hear and write about. Now I want to give Whizbangers the chance to nominate presentations. Do you have an abstract that you would like featured? I am game to write about it (although you neuroscientists will have to assume a very rudimentary background knowledge on my part). Either send me a message on twitter (@PHLane) or you can email me (pascalelane) at gmail etc.

Click to buy an Ass-Pet

Keep an eye on my twitter feed to know when my meeting posts go up. Also be ready for more ASPET jokes; ASPET is just so much fun to say!

 

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Stiff Upper Lip and All That

Apr 16 2013 Published by under Travel

Yesterday our hearts went out to the people of Boston and the Marathon. I cannot imagine running 26+ miles, let alone facing carnage at the end.

Of course, like a number of other scientist types, I am visiting Boston for Experimental Biology later this week. My husband's first reaction last night involved me cancelling the trip.

No, I decided. Boston will be swept with a fine-tooth comb over the next 4 days. It may be the safest place in North America.

Also I am reading a book set during the London blitz right now, with the population dealing with German bombs from the skies and IRA bombs in the tubes. Did Britain let these threats stop them? Hell, no! They plastered the buildings left standing with inspirational posters and hunkered down.

We should do the same, so I made this today:

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Click to enlarge

Turns out there is a website where you can create your own variations on this poster. You can even buy merchandise with your message on it.

Terrorists/criminals win if they keep us away, and we will not help a single person by staying home. Let's show them what scientists are made of and get our butts to Boston!

It's the patriotic thing to do.

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Back Home Again

Nov 16 2012 Published by under [Etc]

I am finishing up my November travels. These began on Halloween with travels to San Diego to think about kidneys, followed by a flight up the coast to San Francisco for the Association of American Medical Colleges meeting. While there, I got to attend a great election watch party with a whole bunch of like-minded people. 

I came home for a weekend and a couple of clinics. This week I headed west again for my first trip to Portland and the annual congress of Vision 2020. We had an intense day discussing women and equality, with a panel on thoughts post election. [Hint: we all want Hilary to be president in 2016]

Now that I have once again acclimated to the pacific time zone, it's time to return to Oklahoma tomorrow. Future posts will deal with kidneys and discoveries and rampant feminist musings. In the meantime, I have to get packed.

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Dear Airlines of the US

Oct 23 2012 Published by under Travel

I flew last week on a carrier that was not my usual one. As a Premier member, I get early boarding on United; on American, I was in the last group on the plane. This only becomes an issue because of overhead baggage space. For a 3-day weekend, we did not need or want to check bags. Every flight, we had to fight for those last spaces for the roll-aboards.

I can solve this problem for the airlines. Really, it could be pretty easy. Since stowing bags is a major factor slowing the boarding process, everyone might be happier.

Image from Amazon

Charge for roll-aboards. Yup, all travelers get a personal item that fits under the seat in front of them - purse, laptop case, whatever. Give your frequent fliers the perk of a free roll-aboard in the overhead bin. Let everyone have a free checked bag, but make them pay for a roll-aboard. For the convenience of not awaiting my luggage, I would have gladly shelled out $50 each way this past weekend. To have you juggle and potentially lose my bags? Not so much. Have too many people paying for overhead space? Have your computer shunt them to the free checked bag alternative during the check-in process.

A lot of folks will choose to check if the alternative is $25 per bag. Getting on and off the aircraft will go much more smoothly.

At least think about it.

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Adventures in Air Travel

Jun 15 2012 Published by under Travel

As you may have noticed, I went offline for a bit while traveling to and from the diabetes meetings. My travels were supposed to end Tuesday evening; instead, I spent an extra day on the road in Houston, Texas.

First, the plane that would take me from Philadelphia to Houston arrived over an hour late from O'Hare. No one seems to be saying why this delay occurred. Once it got there, we boarded quickly and started our journey...sort of. See, Air Force One landed at PHL and backed things up a bit. We were number 35 in line to take-off on the single useable runway.

The only reason I might have made my connection in Houston came from a thunderstorm moving into southeastern Texas. While it did delay the final flight of the day to Oklahoma City, it did not do enough. That plane departed while my flight from Philadelphia tried to find an open gate.

I had already received an email with my booking information for the following day, but I had to stand in line for 1.5 hours for a hotel voucher. I ended up at a very nice Super 8 near IAH at 1 am. (Given the number of tight connections in Houston, I'm adding this place to my directory so I can bypass that line next time; I am willing to pay the extra $20 per night.) I slept, showered, and put my unclean clothes back on, landing in OKC 12 hours later.

Did I mention we had company coming that night? I went from the airport to the grocery store.

My saving grace is that I kept my schedule clear of patients the day after my trip, just in case. Hubby, on a different airline, got stranded in Atlanta and flew in much earlier on Wednesday. He saw patients all day long in his dirty laundry.

When, science, when?

My biggest question right now is why Air Force One flies in and out of civilian airports, disrupting air traffic? Why doesn't the prez use military facilities? Was it because this is a campaign trip or something?

Of course, had the plane been on time from Chicago this would not have been a problem.

When will we have that Star Trek transporter physiology worked out?

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More Wardrobe Advice

Apr 16 2012 Published by under Fashion (or not)

As I browse the long-term San Diego forecast, I see the possibility of a bit of rain. Yes, I always keep a tiny umbrella in my bag, but sometimes you need a bit more. If it can be stashed in my day bag, even better! Of course, I also want to look good, even in the rain.

I really like RainRaps:

I will be sporting the navy/turquoise one for now (others may be in my future). I love how much lighter it feels than my trench coat, especially for spring and summer showers in the warmer climate I now inhabit.

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Packing for #EB2012

Apr 13 2012 Published by under Fashion (or not), Travel

Many of us will travel to San Diego in a week for Experimental Biology. You have spent time registering, picking a hotel, making travel arrangements, and considering sessions. Now it is time to consider your packing.

San Diego makes it easier; most of the year the temperature runs about 70 and the sun usually shines. Could we get rain? Sure, but really bad weather is not a strong possibility. You should have a fold-able pocket umbrella in your suitcase anyway. Check the weather forecast right before you finish packing; they don't get particularly predictive until the 5-day time-frame.

Conference travel involves at least 3 types of activities. These include travel, attendance, and presentation. With a bit of planning, you can get appropriate apparel for a 5-day trip into a case that fits in the overhead compartment of an airplane. What do you sacrifice? Shoes. If you need more than 2 pair (one to wear on the plane and one to ride in the case) it's unlikely that you will get by with just the roll-aboard.

On travel days, comfort may be the primary consideration; however, you should also consider what happens if checked luggage does not immediately make it to your final destination. Having a clean set of underwear and all personal necessities available can make that delay tolerable. Also consider wearing something you could wear to a session; nice jeans with a shirt and jacket can work for almost any meeting session and can be just as comfortable as sweats. OK, not sweats, but you know what I mean. Also, wearing a jacket avoids taking up valuable suitcase room. Nice slip-on shoes also work well. You want something that won't slow you down too much when you hurry for a connection, but not something so complicated it will take you half-an-hour to redress in security. The people behind you in line will be more of a threat if you wear above-the-knee lace-up boots (trust me, I have seen this happen) than any terrorist.

The rest of the meeting you have two things to avoid: looking sloppy or slutty. You are meeting potential colleagues and reviewers; if I receive your next manuscript, do you really want me to remember the girl with the dragon tattoo or your unusual navel piercing? When you present, a suit-like ensemble is ideal, especially if you are young or female. Like it or not, dressing professionally will make you seem more authoritative. Pissed that people may judge you by your clothing? It happens whether you like it or not.

Finally, remember all the chargers for your gizmos and never let anyone check your presentation. Posters should only enter the luggage compartment if pried from your cold, dead fingers.

This advice has been compiled into a brief slideshow below. Enjoy, and may you and your luggage always arrive together. See you in San Diego!

 

Travel wardrobe

View more PowerPoint from pascalelane
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Meeting & Greeting

Apr 09 2012 Published by under [Education&Careers]

An interesting post at Science News addresses the costs of conferences. All sorts of issues arise, including shrinking travel budgets, environmental costs of all that air travel, preliminary work that becomes "permanent", and even the number of trees used to generate program books. Having been in the biomedical science biz for 20+ years now, I have survived several waves of "let's quit meeting and just do this online." Conferences will never go away for one reason: we like them.

Bumping into new contacts in the Exhibit Hall

Oh, I hear people complaining about taking time away from their work and family. We all gripe about time spent in airports. Yet we all keep submitting and accepting and going because nothing replaces face-to-face interactions for us human beings.

There is value in meeting potential colleagues and reviewers. Some of the best ideas and collaborations get built around informal conversations when you toss a group of people with something in common together. Big keynote addresses could just as easily be done via the net, but those do not keep me on the road. No, it's the chance to meet new people who will help me think about things in a new way. I always consider a meeting successful if I get one new idea to explore.

Last month my department had a panel discussion about working a meeting, directed at our trainees and junior faculty. Those of us on the panel all agreed that networking (there's that word again) was why we paid for attendance. You never know who may be important in reviewing your work or getting you hired sometime down the line. Even if you really only connect with other trainees, you will learn more stuff about what other programs are like (you may be in nirvana and not know it). You may meet someone who will be hiring when you are ready for a second job. You may meet someone who will be reviewing you on their first study-section assignment. You will learn something from everyone you meet. Think of it as being mentored by a hive of "E-Bees".

There are some tips we gave our n00bs to make their networking easier. First, get a professional non-university email. You do not want all your job offers and conversations going through your university accounts. You also do not want to use an address that is too personal; "lovesbeer@yahoo.com" or "partygirl@gmail.com" will not impress potential colleagues. If it does, you probably do not want that job. Figure out some permutation of your name and/or science and get that gmail account set up now. As someone who recently changed jobs, it was wonderful to have a "permanent" email to use as my university account went dead.

Next we suggested business cards. Even in the age of the electronic frontier, the humble piece of dead tree remains the most accepted method of exchanging contact information. You're a trainee and they don't make cards for you? Do it yourself! Anyone with a computer and printer can buy a pack at the office store and have reasonable cards in less than an hour. Yes, some people will exchange cards and then throw yours out in the airport. Some new acquaintances will put you in their contacts. That's the way it works. You will do the same.

Finally, consider starting an online presence. If you aren't up to a full-fledged website, at least start on LinkedIn (this link takes you to my public profile as an example). The networking site for professionals essentially puts your resume into your profile. Upload a nice photo of your face, and you're in business. Eventually, you will make connections on the site. Some of us even get the odd job offer via LinkedIn (wrong place, wrong time, but otherwise something I would have jumped at). It will not yet replace emailing your CV, but it does give you an online presence that should not provide any embarrassing personal details. Eventually you will find useful information here via interest groups and discussions.

Finally, remember that the real meeting takes place away from the microphone. Casual discussions in hallways and restaurants and bars are more important than plenary sessions (unless you are on the platform, and even then...).

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42 Days and Counting

Mar 09 2012 Published by under Societies and Meetings, [Biology&Environment]

In just over a month thousands of life scientists will gather in San Diego for Experimental Biology, the meeting formerly known as FASEB. In addition to being the annual gathering of the American Physiological Society, this year also celebrates the 125th anniversary of the APS.

Yes, I am proud to be a physiologist!

Of course, I am also honored to be one of the APS's official meeting bloggers! I have access to the press room (I don't suppose that includes a hot tub and wet bar?). This status means I am looking at the meeting in a whole new light. Instead of focusing on my own interests (and using the down-time to relax at the Marriott's poolside bar), I want to communicate things that my audience will appreciate as well.

What things will I definitely cover?

  • APS Communications Committee Symposium: Using Social Media to Communicate About Physiology and You (I'm on the panel, so I have to be there)
  • Physiology in Perspective: The Walter B. Cannon Memorial Award Lecture (Gabriel Navar, a renal physiologist, is the speaker at this opening event)
  • Renal Section Awards Banquet (Another I-have-to-be-there)

I will also likely attend and blog some of the teaching of physiology sessions. As I transition from physician-scientist to physician-educator-administrator (with physiology research as more of a hobby), these sessions have become important for me.

What would you, my loyal readers, like to hear about? I cannot guarantee that I will cover it, but you never know...

Use the links to the meeting sites above to explore the program and exhibits and activities. Provide suggestions in the comments, and I will see how it all fits together.

If you have a student presenting, let me know. I may want to blog their science!

 

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