MacMillan Center for International and Area Studies at Yale
MacMillan Center for International and Area Studies at Yale
MacMillan Center

Reimbursement Information

Conference Travel Grants

Please submit your reimbursement request within thirty days of completing your travel. The MacMillan Business Office will not be able to accept reimbursement requests after forty-five days from the last day of your conference.

Reimbursement can only be requested after your conference has concluded and all associated charges have been paid.

Please submit the following documents to macmillan.fellowships@yale.edu:

  1. Your award letter
  2. Proof of conference participation (e.g. a conference brochure with your name highlighted)
  3. Your conference-related receipts up to your award amount
  4. Corresponding proof of payment for each receipt for which you are seeking reimbursement
     

The reimbursement process typically takes about 7-14 business days after you submit your reimbursement request, provided that all the requested documents have been included.

 

Receipts & Proof of payment

A valid receipt includes the vendor's name and address, date of purchase, items purchased, and dollar amount. All reservations have to be in your name.

For each receipt, you will need to submit matching proof of payment. Accepted forms of proof include credit card or bank statements or snapshots that display 1) your name, 2) the transaction date, and 3) the charged amount. Usually, the card statement does include all the requested information. Ensure you highlight the relevant charge(s) and redact all sensitive information, such as your credit card number (leaving only the last four digits visible), your address, and other unrelated charges.
 

You may submit conference-related receipts up to your award amount in the following categories: 

  • Accommodation
  • Airfare
  • Conference registration and membership fees
  • Ground transportation
  • Other (e.g., academic poster printing, visa fees)
     

The following charges are not reimbursable:

  • Meals/Food: Unless included in the registration fee
  • Foreign transaction fees
  • Credit card points
     

If any of your receipts are older than 120 days or will reach this limit within the next 10 business days, the reimbursement will be processed as a Zelle payment (if your Zelle is set up with your Yale email address) or check request and the check will be mailed to you. Depending on your citizenship and the location of your conference, your expense might be considered taxable income.

Reimbursement Policies

Accommodation

  • Dates: Accommodation will only be reimbursed for one day before and after the official conference dates or for the official conference dates themselves, unless you receive prior approval from the MacMillan Fellowships Office.
     
  • Expense eligibility: The expense categories below are among those that are not reimbursable. For questions about other categories of expenses, please reach out to macmillan.fellowships@yale.edu.
    • Room service
    • Mini bar charges
    • Internet connection
    • In-room movies
    • Spouse/guest-related charges
    • Laundry
       
  • Shared rooms: Payment must be made by the fellowship recipient. However, an exception will be made if students share a room during the conference. For shared rooms, a shared room request form will need to be submitted additionally.
     
  • Airbnb lodging reservations: Yale travelers are permitted to use Airbnb for lodging. The required method for arranging Airbnb lodging is the Yale Airbnb for Business platform, using a Yale email address.
    • How to get started:
      1. Access Airbnb and select “Get Started.” You will be prompted to log into to your existing Airbnb account or set one up if you don’t have one.
      2. Enter your Yale email.
      3. Verify your Yale email address to give you access to Yale’s Airbnb platform and prioritized support, should you need it.

Airfare

Before booking your flight, please keep the following policies in mind:
  • Only economy class flights will be reimbursed
  • Reimbursement only covered one checked bag
  • Only flights to and from the destination will be covered*
  • Only flights for one day before or after the official conference/event dates will be covered*

*Unless you received prior approval from the MacMillan Fellowships Office.

The following charges are not reimbursable:

  • Fees for snacks, food, and drinks
  • Wi-fi charges
  • Lounge access
  • Pillows and blankets
  • Preferred coach seating
  • Insurance
  • Any additional upgrades

Ground Transportation

  • Car Rentals: Yale has negotiated discounts with preferred rental car agencies. Travelers should rent the most economical (compact or midsize) vehicle consistent with business needs and travel circumstances. View Yale’s preferred vendors page for more information on car rental agencies, their New Haven locations, and discount codes.
     
  • Insurance for Domestic Rentals: Travelers should decline any additional insurance coverage offered by car rental companies, as it duplicates insurance already provided by Yale and will not be reimbursed. View Yale's car rental policies.
     
  • Mileage Reimbursement: The use of a personal vehicle will only be reimbursed at the federal mileage allowance rate for business travel. This rate covers the cost of vehicle usage, including gasoline. As such, the traveler will not be reimbursed separately for gas expenses. Travelers will, however, be reimbursed for tolls and reasonable parking fees. View Yale’s mileage allowance rate.
    • An attachment of Google Maps showing the mileage and starting and ending locations is accepted documentation for mileage reimbursement.
       

There is a limit on vehicle reimbursement of no more than the economy class airfare for a similar trip. Please seek approval from macmillan.fellowships@yale.edu prior to your trip.  In addition, please review Yale’s ground transportation policies.