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These policies apply to all Advanced Research Training Course personnel (directors, faculty, lecturers, other staff), as well as to any student whose participation in a course provides for reimbursement of travel expenses.

1. General Policy Information
   • Current mileage and per diem rates are indicated on the Travel Reimbursement Request form.
   • Requests for travel reimbursement must be submitted within 60 days of your departure from С����Ƶ. Forms submitted after 60 days will not be processed.
   • Documentation is required for reimbursement. All receipts (original, scanned or electronic) must show proof of payment information and be submitted along with the reimbursement form. Email forms to education@mbl.edu
     • Any receipts that are not written in English must be submitted with an accompanying translation and currency conversion. Please use for conversions. The С����Ƶ will only reimburse in U.S. dollars.
   • Rental cars are not reimbursed by С����Ƶ
   • Overnight accommodations are not covered.
   • U.S. Visa fees are not covered by the С����Ƶ. 

2. Commercial Airlines or Railway
   • Fox World Travel – We strongly encourage course participants to use our partner, Fox World Travel to book flights which are directly billed to С����Ƶ. The Education office will contact course participants with instructions for making reservations using this service.
   • Booking on your own – Include the following considerations when booking your travel:
     • Use U.S. based carriers when possible
     • Reserve early for lowest fares
   • Rates: Transportation is limited to round-trip coach class transportation only. С����Ƶ does not reimburse flight change fees, upgrades or costs incurred for layovers.

3. Personal Vehicles
   • Mileage (the С����Ƶ rate includes the cost of fuel)
     • Mileage to and from airports, or to and from the С����Ƶ, will be reimbursed at a rate set forth by the С����Ƶ and indicated on the reimbursement form; the total amount reimbursed may not exceed the cost of economy airfare.
     • Documentation – Miles traveled should be indicated on the Travel Reimbursement Request Form and accompanied by a route map (Google Maps; MapQuest, etc.) to verify the distance traveled.
   • Parking –Attach receipts for airport/railway parking at point of origin to your reimbursement form.
   • Local Travel – Personal travel such as to restaurants, movies, etc. is not reimbursable.
   • Damage to Vehicle – Not covered by С����Ƶ

4. Ground Transportation
   • To Woods Hole from local airports – Ground transportation reimbursement to and from Logan Airport (Boston) or TF Green Airport (Providence) will be reimbursed at the cost of a bus ticket; original receipts for travel must be submitted. Service to Woods Hole is via or
   • Ground transportation expenses at point of origin
     • Reimbursement – Ground transportation reimbursement to and from the airport at your point of origin will be provided as follows:
       • Travel by taxi, limo, shuttle, Uber/Lyft, etc. will be reimbursed for mileage only, at the rate set forth by the С����Ƶ. Claim this expense on the Personal Vehicle Mileage line on the Travel Reimbursement Request Form.
     • Ground transportation expenses incurred for personal travel such as to restaurants, movies, etc. are not reimbursable.

5. Meals
   • Meals incurred on travel days will be reimbursed at the listed С����Ƶ rate or based on receipts not in excess of the daily rate.

6. Taxability of Travel Reimbursements to Non-employees
   • Taxability is determined by traveler’s citizenship and whether the purpose of travel is to perform service for С����Ƶ .
   • There may be withholding of income tax from the reimbursement for non-US citizens (per the U.S. IRS)
   • Taxpayer identification must be provided before payments are issued.
     
     • a. U.S. citizens complete IRS form W-9
     • b. Non-U.S. citizens complete IRS form W-8BEN and coordinate with С����Ƶ’s Foreign National Coordinator to register in the FNIS (Foreign National Information System) to determine applicable income tax rates.