Reimbursement for Travel Policy
If you paid out-of-pocket for your travel out of pocket, please note the following Departmental policy for reimbursement.
- Reimbursable amounts are based on economy fare.
Please note that if you book a higher class fare, you may only be reimbursed for a typical economy fare (as quoted by our University’s travel agency partner.) - Reimbursable amounts are based on round-trip itineraries (departing from and returning to the same destination), flying in and out of Newark International Airport (EWR).
Please note that if you require a multi-city itinerary, you may only be reimbursed for a typical round-trip fare (as quoted by our University’s travel agency partner.) If you fly into/out of an airport other than Newark, reimbursement of your ground transportation may not be guaranteed. - Reimbursable amounts are based on travel dates corresponding with the event you are attending.
Please note that if you request reimbursement for fare scheduled on dates significantly earlier than the scheduled event or significantly later than the scheduled event, you may you may only be reimbursed for a typical fare booked on dates corresponding with our workshop (as quoted by our University’s travel agency partner.) - To be eligible for reimbursement, travel must be booked 3 weeks (21 days) prior to the event you will be attending.
If you have any questions or concerns about the Travel Reimbursement Policy, please reach out to Lee.
Reimbursement for Travel Expenses
If you paid out-of-pocket for your airfare, train fare, or ground transportation, please save all your receipts so that you can be reimbursed. When your travel to Princeton is completed, please email your receipts and the paperwork below to Lee by April 15th.
Guest Reimbursement Request Form
The GRR form is required for those with out of pocket expenses. Please note:
- the address you list on the GRR is the one to which your payment will be mailed
if you list expenses you paid for in a currency other than USD, please include the currency type, date of transaction, and amount in the ‘Description’ space and leave the ‘Amount’ space blank
remember to sign before you email to Lee - Click here to download the GRR
Supplier Management On-Boarding
If you are an non-US citizen, you will need to be on-boarded into our supplier system to receive your reimbursement via a wire transfer.
US citizens can opt to be on boarded into the supplier system to receive their reimbursement as a direct deposit or not be on-board and receive their reimbursement as a check in the mail.
Receipts
Receipts do not need to be submitted in hard copy. If you have paper receipts, please email them to Lee as PDFs.
Timeline
- Please do not submit receipts or paperwork until your Princeton travel has concluded.
- Reimbursement requests will only be processed once per visitor, so if you are still looking to round up a receipt but you wish to email your other receipts and forms, please indicate to Lee that she should wait for your final go-ahead before submitting your request.
- All paperwork and receipts must be received by Lee no later than April 15.