Participants of DIMACS workshops or working group meetings who have been notified by the organizers that they have been awarded with a travel reimbursement should be aware of the policies and procedures involved in claiming travel expenses. Please note these are policies devised by our funding agencies that both DIMACS and Rutgers University are required to follow. Therefore, travel arrangements that are outside of these policies may not be reimbursed.
In order to claim travel expenses it is required to fill out the DIMACS Reimbursement Form. It must be filled out completely, signed, and mailed with original receipts for expenses that you are claiming for reimbursement. We ask that you do this as soon as possible, preferably within two weeks of your return.
DIMACS must adhere to travel reimbursement policies defined by our funding agencies and by Rutgers University; therefore, we are unable to reimburse travel arrangements that violate these policies.
DIMACS's funding agencies require that air travel be on a US Flag Carrier whenever possible. For international travel, US Flag Carriers such as American Airlines, Delta, Northwest, and United are sometimes "code shared" with an international carrier; it is permissible to take these flights if (and only if) your ticket is booked through the US carrier. Our funding agencies do not allow exceptions for convenience, preference, or availability of lower fares.
In order to be reimbursed for your flight, you must include a printed itinerary showing the paid airfare and your boarding passes.
Travelers who combine DIMACS travel with other trips cannot be reimbursed for more than the cost of a round-trip, economy class, standard flight (to the DIMACS event). If your trip includes additional destinations, you will need obtain documentation (such as a printed priced itinerary from a travel agent or on-line travel service) indicating what the total cost of a direct round-trip flight would be, and submit this along with boarding passes and receipts for your actual itinerary. We recommend you contact the DIMACS Financal Assistant in advance to ensure you are able to receive the maximum appropriate reimbursement.
All travel is subject to funding agency requirements for "reasonable costs". We interpret these to be economy class airfares, standard airport limousines or taxis, and similar transport. DIMACS will reimburse for at most "reasonable" expenses.
Local expenses, such as hotel accommodations, meals, taxis, etc. must be documented with original receipts. DIMACS reimburses only your own meals, and only meals that are not provided by DIMACS. Where possible, you should document restaurant meals with itemized receipts containing only your personal expenses. Meal receipts showing charges for additional diners should be itemized, and you should specifically identify your own meal. If your receipt includes meals of others, then you must list their names on the receipt. Alcoholic beverages are never reimbursable.
For hotel reimbursement, you must provide an itemized bill and a receipt showing a balance of $0.00. Personal charges such as telephone calls, pay-per-view, laundry services, etc. are not reimbursable.
Use of rental cars is generally discouraged, unless there is a compelling business justification and the cost is less than other alternatives. For example, we cannot typically reimburse rental cars from Newark airport to the Rutgers campus. If you are considering renting a car, please speak with the DIMACS Financial Assistant in advance. Full documentation is required in order to obtain reimbursement.
Event registration fees are not reimbursable for any reason. The registration fees collected at each DIMACS event are used to cover catering costs, material costs, and staff support.
You should mail the DIMACS Reimbursement Form along with all required receipts and documentation to the DIMACS Financial Assistant as soon as possible after your return. Reimbursements requested more than two months after the event may not be reimbursable.
Once we receive your reimbursement request, the DIMACS Financial Assistant will process it, get approvals within DIMACS, and send it to Rutgers Accounts Payable where it will go through further review and approval. If there are any issues in the documentation of expenses, we will contact you and work with you to see if sufficient documentation can be obtained. Once approved, Accounts Payable will issue a check and mail it to the address you provide on the reimbursement form. The entire process usually takes 6 - 8 weeks, but it can take longer. Please note that funds cannot be electronically wired to a bank account, personal or otherwise. You will have 90 days to cash your check before it becomes invalid.
If you have any questions regarding the reimbursement process or would like an update on the status of your reimbursement, please do not hesitate to contact the Financial Assistant at firstname.lastname@example.org.