M E M O R A N D U M TO: NBER Researchers, Staff and Conference Participants FROM: Carl Beck DATE: February 28, 2001 RE: Updated NBER Travel Reimbursement Regulations Airfares and other travel related expenses are still going up and the NBER conference activities show no sign of slowing down. With all the changes, it has become necessary to update the regulations for travel reimbursement as follows: PLEASE NOTE THAT ORIGINAL RECEIPTS ARE NOW REQUIRED IN ORDER TO PROCESS YOUR REIMBURSEMENTS AIR TRAVEL With advance planning and the assistance of a good travel agent, it is possible to obtain low fares without having to stay over a Saturday night. In some cases, the Bureau will consider paying for a Saturday night in a hotel, but only if the savings incurred (airfare plus hotel costs) are substantial. This option must be approved by me in advance of travel. Full coach airfares will not be reimbursed except in very special circumstances and only with prior approval. WHENEVER POSSIBLE PLEASE BOOK YOUR TRAVEL NO LESS THAN 21 DAYS PRIOR TO YOUR DATE OF TRAVEL. TICKETS BOUGHT THAT FAR IN ADVANCE REALIZE THE BIGGEST SAVINGS. To assist conference participants in making their travel arrangements, we have designated American Express Travel here in Cambridge as our "official" travel agency. They offer a toll-free number, and are familiar with our travel regulations. A master account has been created for participants traveling on Bureau related business, and your airfare will be billed directly to us. Their numbers are 1-800-964-7409 (in the US), and 1-617-661-0008 (outside the US). You can, of course, also use them for other travel; in such cases, the expenses should be billed directly to your credit card. As soon as your ticket has been issued, it will be sent to you via Federal Express. The travel counselors most familiar with the Bureau regulations are Adrienne Gornstein, Linda Krikorian, Sue Linden, Lisa Pollock, Rena Attenson and Emilie Johnson. Foreign travel to conferences is usually booked through a consolidator at a deeply discounted economy fare. Reimbursement will not exceed the cost of the discounted ticket. LOCAL GROUND TRANSPORTATION We no longer pay for long solo or limousine rides, or expensive car rentals. We will pay actual expenses up to $65 per meeting for bus, train or taxi services. If rides are shared, please include this information on your travel voucher. Requests for reimbursements over $25 must be accompanied by a receipt. If you use your own car, mileage is reimbursed at 32.5 cents per mile, and actual parking costs to a limit of $40. Over, please! Page Two Reimbursement of Travel February 28, 2001 HOTEL INFORMATION Special meeting rates are negotiated with the hotels we use, and the Bureau is billed directly for the minimum number of nights necessary for you to attend the meeting. (Depending on location and type of meeting, this number will vary.) The minimum number will be noted in the logistics memo circulated well in advance of the meeting/conference. Additional nights at the hotel will not be reimbursed. (The hotel will be notified of how many nights to bill the Bureau in advance.) On checkout, you will be billed for any incidental charges - room service, movies, phone charges, etc. - and additional nights. In most cases, these charges will not be reimbursed. MEALS Meals are provided to participants during meetings. If necessary, a modest dinner on the evening prior to the meeting will be reimbursed; we will not pay for other meals while traveling. Claims for meals costing more than $25 must be accompanied by a receipt. PER DIEM As a rule, the Bureau does not pay per diems. Any exceptions will be clearly noted in your invitation. OTHER REIMBURSEMENTS Participants not on the conference/meeting program are encouraged to seek full or partial reimbursement from their employer, or to charge costs to their grant if they have one. Expenses not covered under our policy could be paid through your research grant, either with the Bureau or with other institutions. QUESTIONS If you have any questions, you should contact the NBER Conference Department at 617-868-3900, FAX 617-864- 1825, E-MAIL confer@nber.org.