Reimbursement Policies and Procedures

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

A valid receipt includes the vendor's name and address, date of purchase, items purchased, and dollar amount.

Please note: All reservations have to be in your name.

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

Proof of payment

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.

Your reimbursement will be processed through an Expense Report in Workday. Please make sure that you are set up with Direct Deposit. The Payment Type for Expense Payment should be Direct Deposit. 

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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.