M E M O R A N D U M

TO:           NBER Researchers, Staff and Conference Participants
FROM:     Carl Beck
DATE:      February 12, 2009
RE:           Updated NBER Travel Reimbursement Regulations

PLEASE NOTE THAT REIMBURSEMENT FORMS MUST BE SUBMITTED WITHIN 90 DAYS OF THE MEETING WITH ORIGINAL RECEIPTS

AIR TRAVEL

The Bureau will reimburse only the lowest available reasonable air fares. Under no circumstances will first, business or full coach class fares be reimbursed. It is usually advantageous to book your travel well in advance. Please check all carriers, including those who do not sell through travel agents, such as Southwest and JetBlue. The best fares are available from the airlines' own websites.

To assist conference participants in making their travel arrangements, we have designated American Express Travel as our Aofficial@ travel agency. The NBER will not reimburse for any amount above the cost of a ticket available through American Express. 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 number is 1-800-964-7409 and their email address is “WalthamSBT@aexp.com”

You can, of course, also use them for other travel; in such cases, the expenses should be billed directly to your credit card.

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.

Foreign travel for some meetings can only be reimbursed when a U.S.-flag carrier is used. If you are planning to fly on a non-U.S.-flag airline and hope to be reimbursed, please check with the conference department in advance.

LOCAL GROUND TRANSPORTATION

We no longer pay for long solo taxi rides, 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 must be accompanied by original receipts. If you use your own car, mileage is reimbursed at 55 cents per mile, and actual parking costs to a limit of $40.

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.

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.

No one may submit expenses to the Bureau that are also to be reimbursed by any other organization.

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.