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

Reimbursement Information

Reimbursement Policies

Accommodation

  • 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.
  • 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.

The following charges are not reimbursable:

  • Room service
  • Mini bar charges
  • Internet connection
  • In-room movies
  • Spouse/guest-related charges
  • Laundry

Airfare

  • 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.

Currency Conversion Rates

To determine the USD equivalent of your receipts, this tool will use the date listed on each receipt to calculate the award amount: https://fxtop.com/en/historical-exchange-rates.php

Taxes

Most fellowship funds are considered taxable income. Certain fellowships are “qualified,” in which case specific portions of the funds awarded may be deductible. Fellowship recipients are advised to consult a tax adviser regarding the declaration of fellowship funds and to review carefully Chapter I of the IRS Publication 970 - Tax Benefits for Education. While the MacMillan Center cannot offer tax advice, the IRS Tax Office at 150 Court Street, New Haven, offers free tax advice.

If you are a non-U.S. citizen (except for resident alien for tax purposes under F or J visa status) and your research/study is conducted outside the U.S., there is no tax-withholding or reporting requirement. Since the tax laws are complex and may apply differently in individual circumstances, MacMillan staff cannot advise you on tax-related issues. International students should address questions to Yale’s international tax coordinator at internationaltax@yale.edu.

Conference Travel Grants Reimbursement Instructions

Please submit your reimbursement request by completing  this form 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.

The reimbursement will be processed as a Zelle payment. Be sure to use your Yale email address for your Zelle account. If you prefer to receive a paper check via mail, please contact macmillan.fellowships@yale.edu for instructions. 

Depending on your citizenship and the location of your conference, your expense might be considered taxable income.

Required Documents

To complete the reimbursement form your will need the following:

  • Award letter
  • Proof of conference participation (e.g., conference program/brochure with your name highlighted)
  • Conference-related receipts up to the award amount

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. 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 / airline points