This policy

• Standardizes and simplifies the reimbursement process for travel expenses,
• Reduces the financial burden on researchers,
• Clarify eligible costs and
• Ensures consistent handling across groups.

The policy allows researchers to seek timely reimbursement when expenses become non-refundable, minimizes the need to extend personal credit, and establishes guidelines for what purchases are permissible for others.

A researcher is a student, postdoc, ARS, RS, or any other Columbia employee without a direct Concur account.

Policy Details

1. Eligibility for Reimbursement

   Researchers can request reimbursement for travel expenses as soon as those expenses become non-refundable. This approach ensures researchers recover their costs promptly, minimizing personal financial strain wwhile avoidingoverlapping rreimbursementsand potential refunds.

   Example Scenarios:

   • Non-refundable Ticket: If a ticket becomes non-refundable 24 hours after purchase, the researcher can submit a reimbursement request after this period.
   • Non-refundable Conference Registration: If a conference registration becomes non-refundable one week before the event, the researcher can submit a reimbursement request one week prior.
   • Hotel Payment: For hotels that charge on-site with a cancellation fee, the researcher should submit for reimbursement upon return, including final receipts and expenses.

2. Restrictions on Purchases for Other Researchers

   Prohibited Group Purchases: researchers may not purchase the following items on behalf of other researchers to avoid financial complexity and ensure that high-cost items are individually managed:

   • Conference registrations
   • Advance seat reservations for air, rail, or bus travel

   Permitted Group Purchases: Researchers may cover shared travel expenses for other researchers for convenience, provided they document all recipients of these purchases. Allowable costs shared include:

   • Taxi and rideshare services
   • Group meals

Rationale

This policy is designed to reduce financial burdens on researchers, increase clarity around eligible expenses, and foster consistency across groups. Allowing reimbursements when expenses become non-refundable helps researchers avoid long periods of extending personal credit.

Restrictions on high-cost items prevent financial risks from covering others’ primary travel expenses.

Permitting group expenses such as taxis and meals provides flexibility for shared activities, while documentation ensures transparency and accountability. This policy enables fair, simple, and consistent reimbursement practices for researchers across all groups.

Reimbursement Form

1. Download and complete this spreadsheet: EEE.ReimbursementRequestSpreadsheet
2. Open the EEE Reimbursement Form (Internal)
3. Upload proper receipts, a justification document (e.g, a flyer for the conference, shared itinerary), project number, and the spreadsheet to the form.
4. Submit!

We make every attempt to address requests as quickly as possible. The best way to ensure prompt returns is to provide complete, detailed information in line with the instructions. If you have any further questions or need clarification, please respond to this email thread so that no critical data is lost**.**