Business travel expenses that are identified in advance, such as airfare or registration fees, can be paid directly by the Institute and charged to the appropriate expense account. Invoices for such items should be forwarded to the Comptroller's Office for processing.

To request reimbursement of out-of-pocket travel expenses, a travel voucher with supporting documentation and original receipts should be forwarded to the Comptroller within one month of return. The travel voucher is available from the Comptroller's Office website in two versions:

(1) a pdf version (http://www.admin.ias.edu/bo/ias/reimbursement.pdf ), and (2) a form-fillable version (http://www.admin.ias.edu/bo/ias/request.php ). The dates and purpose of travel should be noted clearly on the voucher. A record of expenses incurred by the individual while traveling should be maintained and documented by original receipts. Current exchange rates for foreign denominations can be obtained from the Classic 164 Currency Converter (http://www.oanda.com/converter/classic).

Mileage for use of one's personal vehicle will be reimbursed at the current government approved rate. Mileage is calculated from one's place of business to the destination. Mileage from home is considered commuting and is not reimbursable. The current mileage rate is available at the U.S. General Services Administration website,  (http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=9646&contentType=GSA_BASIC).

Gratuities may be included in the amount shown for applicable expenses such as meals, taxi service, etc. The gratuity should be limited to the generally accepted norm of 15% unless the expense is incurred in a country where local practices are not consistent with this guideline. Tips for skycaps, bellhops, and porters are generally limited to US $1.00 per bag.

Travel costs for meals and hotel can only be reimbursed for those expenses incurred during the period of the conference/meeting.  If a trip includes additional working days before or after the conference/meeting, these days must be charged to an employee's Paid Time Off. 

Domestic air travel including Canada and Mexico may be in coach or business class. International travel, when actual flying time excluding stop-over is under 10 hours, may be in coach or business class. International travel, when actual flying time excluding stop-over is over 10 hours, may be in business or first class.

If a spouse or companion elects to accompany the employee on a research/business trip, the additional expenses incurred are considered personal expenses.

Per diem rates may be used for reimbursement in lieu of the itemization method described above. Government sanctioned per diem subsistence rates are available on the U.S. Treasury website. Per diem rates for travel within the Continental United States may be obtained at the U.S. General Services Administration website, http://www.gsa.gov/Portal/gsa/ep/home.do?tabId=0

Foreign per diem rates may be obtained at the U.S. Department of State (http://www.state.gov/travelandbusiness ).