Purpose:
This policy outlines the guidelines for reimbursing guest speakers for travel-related expenses, including food, flights, and ground transportation, incurred while traveling to and from the Fitzpatrick Institute for Photonics (FIP) at Duke University. The goal is to ensure clarity and fairness in reimbursement while maintaining budgetary control.
Scope:
This policy applies to all FIP guest speakers who are traveling to our institute and seeking reimbursement for travel expenses.
Reimbursement Limits
- West Coast Travel: Speakers traveling from the West Coast (defined as locations west of the Mississippi River, including but not limited to California, Oregon, Washington, and Nevada) will be eligible for a maximum reimbursement up to $800 for the following categories:
- Food (including meals, snacks, and beverages)
- Flight (economy class or equivalent)
- Ground Transportation (including Uber, Lyft, taxis, or other similar services)
- East Coast Travel: Speakers traveling from the East Coast (defined as locations east of the Mississippi River, including but not limited to New York, Florida, Pennsylvania, and Massachusetts) will be eligible for a maximum reimbursement up to $450 for the same categories above.
General Guidelines
- Reimbursement for food, flight, and transportation expenses will be considered for approval based on actual expenditures up to the designated limits. Receipts are required for all claims.
- Guest speakers should select reasonable and cost-effective options when booking flights and ground transportation. Luxury or first-class options will not be reimbursed.
- All travel arrangements should be made in advance to avoid unnecessary premium costs.
Submission and Approval
- Travel reimbursement claims should be submitted within 60 days following the completion of travel. Any submissions later than 3 months may not be funded.
- Speakers must submit itemized receipts and any other necessary documentation (e.g., flight confirmations, transportation receipts) to august.burns@duke.edu and include your Home Mailing address for reimbursement.
- Any expenses exceeding the stated limits may be subject to review and approval on a case-by-case basis.
Policy Exceptions
Exceptions to this policy may be granted in rare circumstances, such as for special business needs. Requests for exceptions must be submitted in writing to august.burns@duke.edu prior to travel.