TRAVEL/CONFERENCE

With Michael's prior approval, you can get conference reimbursements for transportation (train, plane, taxi, etc), daily living expenses (lodging and food), and conference registration. $30/day for transportation and daily expenses is generally considered standard, but check with Michael prior to traveling to make sure.

Fill out the Travel Report Form, attach a copy of the conference schedule**, make photocopies (or use Genius Scan to create electronic PDFs from phone camera photos) of all of your receipts, and submit all documents to the relevant CLPS finances coordinator (and cc Michael) via an email:

If you are being reimbursed for your travel via a grant, you will submit your documentation and Travel Report Form to Nicole Tella (Nicole_Tella@brown.edu). You may need to include a blurb on how you attending the conference benefits the grant, as there needs to be a justification for charging the grant. Sometimes you may need to attach your abstract submission and/or poster as well.

If you are being reimbursed for your travel via Michael's Start Up or similar funds (e.g. Marston) you will submit your documentation and Travel Report Form to Rosa Moniz (Rosa_Moniz@brown.edu).

**CLPS finances coordinators use the conference schedule to figure out which food purchases warrant a reimbursement. Specifically, if the conference schedule lists food as being provided and you purchase your own food instead, you will not be able to receive a reimbursement for that purchase. Like all meal reimbursements, make sure those receipts are itemized!

Lodging reimbursements can only be issued for conventional vendors, such as hotels. Airbnb is not considered conventional, and should be avoided if you're hoping for reimbursement. If you do use an Airbnb, it could potentially be reimbursed through Michael's Start Up (non-grant) funds. Check with Michael or the lab manager before getting an Airbnb.

International travel on grant funds must comply with Federal Regulations which include the Open Skies Agreement and Fly America Act. If any portion of an International trip does not comply with these regulations, then CLPS Finances cannot reimburse the entire cost of the airfare. These regulations essentially say, depending on which country you're traveling to, you will need to purchase tickets from/fly with an American airline (i.e. an airline based in America). The purpose of this is to "keep American money in America." If you have questions about this, contact Brandi Glover (Brandi_Glover@brown.edu) in the Office of Sponsored Projects department.

We do not typically provide travel reimbursements for visitors (e.g. lab meeting presenters). However, if there is an occasion upon which reimbursement is appropriate, please have that visitor fill out this form.