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NEW REIMBURSEMENT POLICY
NEW REIMBURSEMENT POLICY
Travel reimbursement requests should be submitted via email to the Executive Office no later than September 11 following the conference to ensure payment. Travelers should email maria_dovale@brown.edu original travel receipts before September 11. The Alliance is unable to reimburse expenses without a receipt. Credit card statements may not be submitted in lieu of lost receipts. Also, the accounting department requires everyone to complete the supplier/vendor form via this secure link.
Not covered are any meals, early boarding, luggage, or trip insurance fees. Reimbursement requests for summer research cohort travel should be submitted on institutional letterhead along with appropriate documentation of expenses.
Coordinators will be responsible for making travel arrangements for their undergraduate participants, program staff, and guests. All participants should seek the most cost-effective mode of transportation and book travel early to obtain the best fares.
Due to rising travel costs a tiering model based on distance and the least expensive mode of transportation will be used to reimburse institutions up to a max of $10,000 per cohort. The cohort can include both SR-EIP and Non-SR-EIP students but only up to the $10,000 max per cohort irrespective of student cohort makeup.
Group 1 - Research sites within 400 miles of the LANS Conference site will be reimbursed at a rate of up to $250 per student
Group 2 - Research sites between 400 - 2000 miles of the LANS Conference site will be reimbursed at a rate of up to $600 per student
Group 3 - Research sites >2000 miles from the LANS Conference site will be reimbursed at a rate of up to $750 per student.
Participants traveling by air will fly into Bradley International Airport (BLD), which is approximately a 20-minute drive from the Marriott Connecticut Convention Center in Hartford, CT. Ground transportation will be provided from the airport.
Expenses covered by the Leadership Alliance:
Expenses covered by the Leadership Alliance:
Ground transportation to/from the event, airport, or train station
Amtrak regional service only, no Acela allowed
Mileage (personal car use only) or rental car rate and gas
Parking fees
Hotel accommodations will be directly billed to the Executive Office
If you are requesting reimbursement for personal car mileage, please provide a Google map showing your point of origin, destination, and miles traveled.
Expenses not covered by the Leadership Alliance:
Expenses not covered by the Leadership Alliance:
If you will not be departing from and returning to the same location, please contact Maria DoVale at Maria_DoVale@brown.edu before booking your travel and provide a sample itinerary showing the fare for a round-trip ticket from and returning to the same destination. The Leadership Alliance will reimburse the cost of the round-trip ticket or the cost of the less expensive itinerary.
The Alliance is unable to reimburse expenses without a receipt. Credit card statements may not be submitted in lieu of lost receipts.
If you purchase food while traveling to/from the conference, this expense is not covered.
Seat upgrades, luggage, or early boarding fees (must purchase main cabin seating)
Incidental purchases at the hotel
Policy Set by Brown
Policy Set by Brown
Before reimbursements may be processed, the accounting department at Brown University requires everyone to complete a supplier/vendor form via this secure link.
Individual Travelers
Individual Travelers
After LANS concludes, individual travelers must email scanned PDF copies of their travel receipts to Maria_DoVale@brown.edu no later than 30 days after the event has ended to ensure payment.
Summer Research Cohort
Summer Research Cohort
Reimbursement requests for summer research cohort travel should be submitted on institutional letterhead along with appropriate documentation of expenses.
Questions?
Questions?
Please contact Maria DoVale with any questions.
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