Reimbursement Information and Policies
International Conference Travel Grants
- What expenses are covered
- What expenses are not covered
- Reimbursement deadlines
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How to submit a request for reimbursement
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Tax information
What Expenses Are Covered
You may request reimbursement for eligible conference-related expenses up to your award amount.
Accommodation
Accommodation expenses are eligible for reimbursement for the official conference dates, as well as up to one day before and one day after the conference. Additional nights require prior approval from the MacMillan Fellowships Office.
Shared rooms: The fellowship recipient must generally make the payment. However, exceptions may be made when students share a room during the conference. In these cases, you must also submit a shared room request form.
Airfare
Eligible airfare expenses include: Economy-class airfare only, one checked bag, flights to and from the conference destination, and travel occurring up to one day before and one day after the official conference dates. Any exceptions require prior approval from the MacMillan Fellowships Office.
Conference Registration and Membership Fees
Conference registration fees and required membership fees are eligible for reimbursement.
Ground Transportation
Eligible ground transportation expenses may include transportation to and from the conference destination.
Car Rentals: Travelers should rent the most economical vehicle appropriate for their business needs and travel circumstances, typically a compact or midsize vehicle. Yale has negotiated discounts with preferred rental car agencies.
Insurance for Domestic Car Rentals: Do not purchase additional insurance coverage for domestic car rentals. This coverage duplicates insurance already provided by Yale and will not be reimbursed.
Mileage Reimbursement: If you use a personal vehicle for conference-related travel, mileage will be reimbursed at the applicable federal mileage allowance rate for business travel. This rate includes the cost of operating the vehicle, including gasoline. Gas expenses therefore cannot be reimbursed separately. Tolls and reasonable parking fees may also be reimbursed. Please provide a Google Maps attachment showing the mileage and the starting and ending locations.
Important: Vehicle reimbursement may not exceed the cost of economy-class airfare for a comparable trip. Please contact macmillan.fellowships@yale.edu for approval before your trip.
Other Eligible Expenses
Other eligible conference-related expenses include: Academic poster printing, and Visa fees.
Currency Conversion
For expenses paid in a foreign currency, the U.S. dollar equivalent will be calculated using the exchange rate applicable on the date shown on the receipt. Please use the following tool to determine the exchange rate: Historical Currency Conversion Tool
What Expenses Are Not Covered
The following expenses are not eligible for reimbursement:
- Meals and food, unless included in the conference registration fee
- Foreign transaction fees
- Credit card or airline points
Accommodation-Related Expenses
The following accommodation expenses are not reimbursable:
- Room service
- Mini-bar charges
- Internet charges
- In-room movies
- Spouse or guest-related charges
- Laundry
Airfare-Related Expenses
The following airfare-related expenses are not reimbursable:
- Snacks, food, or drinks
- Wi-Fi charges
- Lounge access
- Pillows and blankets
- Preferred coach seating
- Travel insurance
- Seat upgrades or other additional upgrades
Reimbursement Deadlines
Please submit your reimbursement request within 30 days of completing your travel.
Before submitting your request, make sure that:
- Your conference has concluded
- All expenses have been paid
Incomplete submissions may delay reimbursement.
How to Submit a Request for Reimbursement
To submit your reimbursement request through this reimbursement form, please have the following information and documentation ready:
- Your award letter
- Proof of conference participation, such as a conference program or brochure showing your name
- Receipts for all expenses for which you are requesting reimbursement, up to your award amount
Please note the following:
- A valid receipt must include: Vendor name and address, Date of purchase, Description of items or services purchased, and total amount paid
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All reservations must be made in the fellowship recipient's name.
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The reimbursement will be processed as Zelle payment. Be sure to use your Yale email address for your Zelle account.
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International students should ensure that their Sprintax Calculus profile is complete with the Yale International Tax Office (internationaltax@yale.edu).
Tax Information
Depending on your citizenship status and the location of your conference, your reimbursement may be considered taxable income.
Most fellowship funds are considered taxable income. Certain fellowships may be considered “qualified,” meaning that specific portions of the award may be deductible. Fellowship recipients are encouraged to consult a tax adviser and review IRS Publication 970, Tax Benefits for Education. The MacMillan Center cannot provide tax advice. International students with tax-related questions should contact Yale's international tax coordinator at internationaltax@yale.edu.