Please review all information before making arrangements
1) Travel support should be pre-approved by the PI or traveler sending me email describing: a) who will be traveling; b) home lab, visited lab(s); duration of travel; approximate cost of the trip.  I expect that all appropriate-looking travel will be approved until we need to discuss gross imbalances in which labs are receiving support or funds starting to run out.
 
2) After approval, the traveler should normally make their own travel arrangement (following the constraints listed below) and send receipts to the Administrative Core after the travel is completed.  We have some capacity to help with making arrangements if some advanced payments are needed, but this greatly complicates procedures.  Please contact the Administrative Core for any travel that will require an advance.
 
Travel policies
Passport
Before making any travel arrangements, please verify that passports are no less than 6 months from expiring and any necessary visas are acquired. If any paid work will be done in the lab, a working visa must be obtained. 
 
Expense Limits:
 
Airfare 
We can only reimburse the lowest available non-refundable economy class tickets for any flight. All receipts must include payment information. If you have a medical reason to fly another class, please contact us before booking your flight. 

For further guidelines on international travel, please refer to the Fly America Act document, which lists all guidelines we must follow:
Fly America Act
 
Hotel 
< $200 per night 
Travelers may book through extended stay hotels or other accommodations. These options may be better suited for visits longer than 1 week. Hotel receipts must have a zero-balance reflecting completed payment. 
 
Ground Transportation 
Car rentals are not reimbursable, but travelers can be reimbursed for rideshare (Uber/Lyft), taxis, or public transit to and from the airport and lab facilities. 
 
Meals  
Reimbursement rates for travel meals vary by location. Please contact the Administrative Core to verify the rates for your destination. 
 
Typical USD rates are as follows: 
$15 Breakfast 
$20 Lunch 
$30 Dinner 
$5 Incidentals 
------------------- 
$70 Per Day ($50 for first and last day of travel) 
Meals may be purchased from any food vendor – including restaurants or markets – but the total amount spent on groceries per day may not exceed the daily limit. 
 
You must retain original copies of all receipts and contact the Administrative Core to coordinate delivery. We cannot reimburse travel outside of transit to and from the lab, meals that exceed the daily expenditure limit, or any approved travel expense without a copy of the receipt.  
 
Reimbursements will be processed within 2 weeks of receiving all required expense documentation and can be sent via mail or wire transfer. Be sure to specify which form of repayment you wish to receive when submitting your receipts.
Thank you!