NBER Travel Reimbursement Policy
NBER Travel Reimbursement Policy
The NBER's travel reimbursement policy is
designed to enable as many researchers as possible to participate in the large
number of meetings that are held each year. Researchers who are fortunate
enough to have other sources of support for their travel costs, or who have
grants to which their expenses can be charged, are encouraged to utilize those
funds when possible. The NBER will reimburse reasonable expenses that travelers
incur in connection with its meetings. The policy specifies limits on various
expense categories. Should extenuating circumstances make outlays in excess of
these limits necessary, please bring them to the attention of the NBER's
conference department staff before the meeting. Expenses may only be
reimbursed once -- by submitting an expense claim to the NBER, a researcher
warrants that the same expenses are not being reimbursed from another source.
Expenses not covered by the NBER may be reimbursed from other sources, such as
an NBER-based research grant or a research fund at another institution. The
NBER does not pay per diems.
General Guidelines
The NBER's auditors require that travel
reimbursement forms must be submitted within 90 days of any meeting.
Reimbursement requests must be accompanied by original receipts and require a
signature. Questions about reimbursement issues should be directed to the NBER
Conference Department at 617-868-3900 or confer@nber.org.
Local Ground Transportation
The NBER will reimburse actual expenses up to
$100 per meeting for bus, train or taxi services, subject to the presentation
of original receipts. If rides are shared, please include that information on
the reimbursement request. If you use your own car, mileage is reimbursed at 58
cents per mile. Actual parking costs will be reimbursed to a limit of $75.
Hotel Information
The NBER negotiates special rates with the
hotels that host our meetings, and room charges for the minimum number of
nights necessary for participants to attend the meeting are billed directly to
the NBER's account. The number of nights reimbursed may vary by the home
location of the participants in a given meeting, and it will be noted in the
logistics memo circulated advance of the meeting. In some cases, staying for an
additional night may be approved when it permits substantial saving on airfare,
for example when it permits a "Saturday night stay" fare. The hotel
will be notified of the number of nights that may be billed to the NBER
account; additional nights at the hotel will not be reimbursed. Meeting
participants are responsible for any incidental charges, such as room service,
movies, and phone charges, as well as for any charges for additional nights
spent at the hotel.
Please notify the NBER as soon as possible, even
on the day of the meeting, if your travel plans or are disrupted and you need
to modify your hotel request. Meeting participants are expected to reimburse
the NBER for any hotel reservations that are not used.
Meals
Meals are generally provided to meeting
participants. The NBER will reimburse expenses of up to $50 for dinner on the
evening prior to a morning meeting, provided the reimbursement request is
accompanied by a detailed receipt that separately identifies any charges for
alcohol (funders often require this to be itemized separately). Other meal
charges will not be reimbursed