MacMillan Center for International and Area Studies at Yale
Council on East Asian Studies

CEAS Faculty Research Account Information

Welcome to the Council on East Asian Studies’ Website for Faculty Research Accounts.  Here, you will be able to locate answers to the majority of your questions regarding your account. 

As always, if you have any additional questions, please contact CEAS Assistant Program Director Injoong Kim at injoong.kim@yale.edu and she will be happy to provide you with any information you may need.

Forms

Research Assistant Form
CEAS Expense Report Form

FAQ

Is there a form required to submit reimbursements?

Yes. Please use the CEAS Expense Report Form when you submit receipts for reimbursement. Please also be sure to organize your receipts, tape them to a piece of paper, and translate any foreign languages including vendor names and details of what was purchased.

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Do I need to translate foreign languages on receipts?

Yes. Please be sure to translate your receipts, including vendor name and items purchased. If you purchased books, you will need to translate the book titles so that they can be entered into the iExpense system.

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Is it really necessary to translate book titles?

Yes. The iExpense system was created to ensure duplication of reimbursements does not occur. Therefore, the system requires detailed information – including “who, what, where, when, and why.”

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What is needed as far as a business purpose?

CEAS Staff needs to answer “who, what, where, when, and why” as part of your “business purpose” in the iExpense system. Please provide as many details as possible. The iExpense system is designed so that individuals who do not know you or your research can review reports and know exactly what your expenses were for.

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Can I keep all receipts from the fiscal year and submit them all at once?

No. Funds should be spent on current research projects. We cannot accept receipts dated earlier than July 1st of the current fiscal year. The University now has strict guidelines for reimbursement submission. In order to stay within the “Best Practices” rules, please be sure to submit receipts within 10 days of purchase. This now includes any receipts for travel that you purchase before your trip!!! Any receipts that are 120 days or older can no longer be entered into the system. Please be sure to submit your receipts in a timely manner.

**If you will be out of the country for an extended period of time, please be sure to contact CEAS Assistant Program Director Injoong Kim in advance so that arrangements can be made for receipt submission.

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Do I need to submit all receipts to CEAS for reimbursement?

Receipts less than $75 do not need to be submitted for reimbursement. However, we do need these expenses listed on the research account form along with the vendor name, business purpose, date and exact amount paid.  

**Please note that if your reimbursement is coming from sources other than your research account, you may need to submit all receipts.  If you are unclear about where your funding is coming from, please contact Injoong Kim.

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Can I purchase computers or equipment with my CEAS research account?

Yes! Computers must be purchased by the IT person at the MacMillan Center. Please be sure to contact Injoong Kim so that arrangements can be made for your purchase.

**Please note that computers purchased with your research account are considered University property.

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Do I need to do anything special if I am traveling to a conference and would like to submit for reimbursement?

Please be sure to submit a program or schedule for any conference or workshop. We can also accept invitation letters from the organization hosting the event.

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Can I be reimbursed for sales tax?

The University does allow for tax reimbursement. However, you should notify the vendor that you are making a purchase using Yale funding and request tax exemption. There are a number of vendors in the area who have the University tax exempt certificate on file. Those vendors can be located here: http://www.yale.edu/tax/salesanduse.html.

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Can I pay a research assistant to do work for me and then submit for reimbursement?

No. All payments to research assistants or any individual providing a professional service to you must be paid directly by CEAS. Please contact Injoong Kim prior to the start of your project for information regarding payment.

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Can I be reimbursed for Car Rental while traveling on research?

Yes. The University’s preferred Car Rental vendor is Hertz. You can obtain special Hertz rates for Yale by using the University’s CDP number: 344712.

It’s important to know that the University does not reimburse for LDW (Loss Damage Waivers) or extra insurance for domestic rentals. (For international rentals, we can reimburse for damage and liability protection only.) If you are submitting for reimbursement for gas, please do not purchase it at the car rental agency. We cannot reimburse for gas purchased there.

The University offers a number of discounts with other car rental agencies. A list of these discounts can be found here: http://travelmanagement.yale.edu/ground-transportation/car-and-bus/car-rentals.

You can use these discounts for personal use as well! However, the University’s insurance will not cover your personal car rental!

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Can I hire a student as a research assistant?

Yes! However, this needs to be done via the Student Employment System PRIOR to your student beginning to work. Please fill out the Research Assistant Form and send it to Injoong Kim who will enter the position on the site. If you do not have a student in mind, the system will allow students to view the position and apply for it. (You’d be responsible for all interviews!) Student wage rates start at $12.00 with a maximum of $14.00. There are some exceptions that can be made with research assistant wages if the tasks associated with the position require a higher rate.

*Please note that during the academic year, if you hire a student currently on financial aid, the Provost’s office covers 50% of salaries that are paid through the Student Employment System. Students who are not on financial aid will be covered 100% from your research account.

**Students must not exceed 19 hours a week which is inclusive of any additional student jobs throughout the University.

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Can the Council purchase airfare for me directly?

It is best to book your own travel. The University’s preferred method for booking travel is through Egencia. Questions on how to book airfare using Egencia can be referred to Yale Travel Management.

You are expected to book the lowest available economy class airfare.

Please be sure to submit receipts within 10 days of purchase!

Also, please be sure to provide a DETAILED business purpose to Injoong and any conference programs or brochures that are required.

*If you are unable to book your own travel, please contact Injoong.

**If your flight is over 5,000 miles one-way, it is possible to seek an exception to policy for an upgrade to Business Class. Please contact Injoong!

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What types of lodging charges are not reimbursable?

When traveling for research or business, you are expected to stay in a reasonably priced hotel at a single occupancy rate. We cannot reimburse for such personal expenses as: in-room movie rentals, mini bar charges, babysitting, recreational activities including gym usage, massage and sauna fees, laundry or valet service (if travel is less than 5 days), no-show charges for hotel or car service, and upgrades. If travel is greater than 5 days, it is possible to be reimbursed for laundry if you are not claiming a per diem.

**M&Ie (Meals & Incidentals) Per Diem Expenses include meals, laundry, and tips for services.

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Can I stay at a private residence at no cost and provide my host with a token of appreciation?

You can be reimbursed for a small token of appreciation, no greater than $100 per trip. You must show proof that this expense was paid for and this can include a signed letter or a copy of a canceled check.

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Can I submit for a per diem instead of collecting receipts for meals?

You can. However, we cannot reimburse for lodging per diem – all lodging expenses must be reimbursed by actual receipts. If you are attending a conference and a meal is provided, please notify us so that we can subtract this from your per diem. Any business meals must also be subtracted.

**M&Ie (Meals & Incidentals) Per Diem Expenses include meals, laundry, and tips for services.

**For travel 30 days or greater, the University will only allow a per diem at 50% of the government rate.

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Can I book a car service to take me to the airport for a business trip?

Yes. CEAS generally uses Hy’s Limousine and has an account set up with them. If you would like to reserve a sedan to take you to the airport, please email Injoong Kim with the details (i.e., business purpose, dates, etc.) and call Hy’s at (203) 934-6331. You can ask Hy’s to charge the account under Injoong’s name.

**If you do not notify Injoong in advance, your car service may be canceled!

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How do I know if my receipt is complete and suitable to submit for reimbursement?

Receipts must contain details showing that the item was paid for and the method of payment. For specific purchases, the following must be included:

Airline Tickets:

Passenger Name
Issue Date
Ticket Number
Proof of Payment (reference to credit card charged and last 4 digits of credit card number)
Total Payment
Itinerary
Class of Service (i.e., coach, economy)

Hotels:

Name and address of hotel
Guest Name
Number of guests
Check in & out dates
Number of rooms
Number of nights
Price per night
Total Payment
Proof of Payment (reference to credit card charged and last 4 digits of credit card number)
Date Paid

Conference Registrations:

Name of attendee
Name of Conference
Amount
Date(s)
Proof of Payment (reference to credit card charged and last 4 digits of credit card number)

Car Rental & other Miscellaneous Travel Purchases:

Name and address of vendor
Date Purchased
Itemization
Dollar Amount
Proof of Payment (reference to credit card charged and last 4 digits of credit card number)

Books, Supplies, Services, etc.:

Name and address of vendor
Date Purchased
List of each item purchased
Dollar Amount
Proof of Payment (reference to credit card charged and last 4 digits of credit card number)
Translated titles of books if receipt is in a foreign language

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Do I need to convert any non-US Dollar amounts on receipts?

Yes. It is helpful for you to use http://www.oanda.com/ to convert any foreign currency. Doing so will give you a better estimate of how much you should be reimbursed. Please print the conversion sheet and submit it along with your reimbursement. If you paid via credit card, you can submit a copy of your credit card statement (which generally charges a higher conversion rate) to be reimbursed exactly what you paid.

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How do I submit for reimbursement for business meals?

Please be sure to submit itemized receipts for business meals. Yale requires a list of all guests in attendance and their affiliations. As with all reimbursement requests, a detailed business purpose is required for your reimbursement.

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How do I know the remaining balance in my account?

“Account Holder Reports” have been scheduled to be sent to you at the close of each month during the fiscal year. These reports detail any expenses made on your account as well as your remaining balance. If you do not receive this report OR have questions regarding your balance, please contact //injoong.kim@yale.edu">Injoong Kim.

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I have a Yale Purchasing Card issued by my home department. Can I use this to make purchases related to my CEAS Research Account?

Absolutely! CEAS has the ability to clear any expenses on your purchasing card and charge them to your CEAS Research Account. Please submit receipts and the CEAS Expense Report Form exactly like you would if you were submitting for reimbursement. It’s important to note on the form that your purchases were made using your Yale issued purchasing card!

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How do I receive my reimbursement?

Once your report is prepared and submitted, you will receive a message from Oracle Workflow (ebsprod@yale.edu) with the details of your reimbursement. Please review this message and then click “Approve” or “Reject” at the bottom of the message. This will generate a new message for you to send.If it does not, please email Injoong Kim.

*If you reject a report, please be sure to send Injoong Kim and Tahreem Khalied a message with the details explaining why it was rejected.

If you have direct deposit set up with the University, your reimbursement will be deposited directly into your account.  If you do not, a check will be sent to your home department or home address, whichever is your preferred method registered with Yale.

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Are there other sources of funding for faculty travel to professional meetings?

For eligible ladder faculty in the Faculty of Arts and Sciences and in the Schools of Architecture, Art, Drama, and Music, the Office of the Provost will provide funds for travel to professional meetings at which the individual is reading a paper or chairing a session.  For complete information on the maximum amounts per year and request forms, please visit the Office of the Provost website. 

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