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Reimbursement Guidelines – CBP-ADEPT

For Academic Speakers Only

Reimbursement will be provided for actual, reasonable, and proper expenditures for academic speakers only. Such expenditures shall be reasonable in amount and proper in nature and the purpose of the expense shall conform to sound, ethical and legal standards of conduct. “Reasonable” is defined as that which enables an individual to live comfortably, but not extravagantly while away from home. Individuals are expected to exercise the care normally exercised while operating on their own funds while recognizing that reimbursement is coming from a government grant and is restricted as such. Reimbursement will not be given to provide travel or related expenses to an individual whose comparable expenses are being defrayed by his/her employer or by some third party.

Itemized receipts are required for all expenditures; any unusual items or amounts must be fully explained. All receipts should include the payment method. Incorrect documentation may result in delay or non-reimbursement of specific items. Please complete our expense reimbursement form and submit along with all original receipts within 10 days of the completion of your trip.

Form Instructions

Reimbursement Form [.xls]

Page 1: Please fill out the top section for travel (in blue) and include your home address where you reimbursement will be sent. Do not fill out any information below the ‘summary of expenditures line.’
Page 2: On the second sheet in the excel form, you will list your expenditures. These will automatically populate the summary on page 1. (Taxis will be filed under misc.)

We recommend that you email your receipts and form prior to signing to Tiffany Lam at [email protected] to confirm they are complete. Please make a copy of all documents for your records.

Reimbursements can take 2 weeks or more to be processed and returned.

Transportation (Airfare)

Airfare will be reimbursed up to $500 for roundtrip flights to Boston.

Reservations should be made in such a manner as to secure the best available fare. Allowances to individuals for transportation normally will not exceed the cost of jet economy round-trip airfare between the individual’s home or institution and the event. Any round-trip airfare over $500 must be approved in advance by Tiffany Lam ([email protected]).

International Travel must be pre-approved by DHS at least 60 days prior to travel, before being reserved. Please reach out to Tiffany Lam ([email protected]) to learn more about this process.

Fly America Act, as enacted by Congress, mandates that individuals use FAA-certified airlines headquartered in the United States on travel funded by the U.S. Government. Tickets from international airline carriers cannot be reimbursed.

Any international round-trip airfare over $500 must be approved in advanced. Please reach out to Tiffany Lam ([email protected]) for more information.

Per Northeastern University policy, flights that were purchased with frequent flyer miles, credits, and/or points from rewards programs are not reimbursable. Airfare upgrades (e.g. extra legroom, seat upgrade), checked baggage, and cancellation fees are not reimbursable. Any flight and hotel package/bundle is not allowable. Please reserve and pay your flight and hotel purchases separately.

Lodging

For the CBP-ADEPT-03 Workshop: Lodging will be reimbursed for the nights of July 7 and 8, 2020 for up to $259 + tax (per night).

Per Northeastern University policy, hotel rooms that were purchased with credits and/or points from rewards programs are not reimbursable. Any flight and hotel package/bundle is not allowable.  Please reserve and pay your flight and hotel purchases separately.

Inn at Longwood Medical: 

• The rate for the room block is $259
• Room block code: CBPA0320
• To book, visit the hotel website or call the hotel at 617-731-4700 or 1-800-468-2378.
• This block will expire on June 8, 2020

The Colonnade Hotel:

• The rate for the room block is $299
• To book, visit the hotel website or call the hotel at  617-424-7000 or 800-962-3030.
• This block will expire on June 16, 2020

Other suggested hotels nearby:

• Courtyard Marriott Boston Brookline (click here).
• Holiday Inn Boston Brookline (click here).

Meals

Individuals are expected to exercise good judgment when ordering meals.

Personal meals are allowable for only those meals not provided by the event. Alcohol is not a reimbursable expense.

Local Transportation

The use of public transportation (buses and subway), airport shuttles and taxis are the preferred mode of transportation; make sure to ask for a receipt if one is not offered.  Properly documented parking fees and toll charges are allowable. Rental vehicles are unallowable means of transportation unless circumstances make a rental car the only reasonable means of travel. This must be approved in advanced by Tiffany Lam ([email protected]).

Mileage

Mileage is only reimbursed if documentation is provided showing that use of the personal vehicle is less expensive than renting a car, taking a taxi, or using alternate transportation.  Mileage is reimbursed at the rate established by the IRS. This mileage allowance is in lieu of actual expenses such as gas.  To be reimbursed for mileage, you must provide locations traveled to and from and total mileage.