Travel Reimbursement

Each Teacher Seminar participant will receive reimbursement for travel expenses up to $400 (participants traveling internationally or from Hawaii and Alaska will receive a $500 stipend in lieu of reimbursement upon completion of the seminar). Participants are responsible for making their own travel arrangements to and from the seminar.

Please note that the Institute is unable to provide supplemental funds in cases where the travel allowance is insufficient to cover all travel expenses.

Receipts

All claims for reimbursement of the expense items must be documented by a copy of the original receipt or an online receipt. Credit card statements are not acceptable.

Participants must keep copies or originals of receipts in the event that paperwork is misplaced or lost.

Travel Expense Report

Individuals must submit their travel-expense report to the Gilder Lehrman Institute by mail, email, or fax no later than 30 days after the end of the program. Participants must combine all expenses on a single travel-expense report and may only submit for reimbursement once. We will not be able to make exceptions to this policy.

All travel reimbursements are mailed after completion of the full program. All receipts and expense reports must be sent directly to the Gilder Lehrman Institute by mail, email, or fax. Please do not give receipts or expense reports to your seminar coordinator.

Forms and Procedures

The forms necessary to submit travel reimbursement are emailed to all participants upon acceptance. A travel reimbursement form can also be downloaded here.

Reimbursements are only given to participants who attend and complete the full schedule of seminar events.

Acceptable Travel Expenses

Automobile

Use of a personal automobile will be reimbursed at the current Internal Revenue Service mileage rate. Click here to view the current IRS rate. This mileage rate covers depreciation, maintenance, repairs, gasoline, oil, insurance, and vehicle registration fees. For gas-mileage reimbursement a Google Maps print out must be submitted with the total miles traveled.

Air Travel

Travelers are expected to book the lowest-priced coach-class airfare available. Business-class and first-class travel will not be reimbursed. Fees for one checked piece of luggage will be reimbursed.

Bus, Rail, and Public Transportation

If traveling by bus or rail, use coach class. Only the original rail ticket or an e-ticket serves as a receipt. The Institute will reimburse expenses to and from the participant’s home and seminar location only.

Airport Parking

Airport parking is reimbursable at the daily or long-term rate only.

Taxi Cab and Shuttle

The Institute will reimburse these expenses to and from the airport and seminar location only. If you share a cab with other seminar participants have only one person pay for the cab and submit a receipt.

Commuters

For participants commuting, GLI will reimburse for a weekly rail pass or gas mileage at the current Internal Revenue Service mileage rate. For gas-mileage reimbursement a Google Maps printout must be submitted with the total miles traveled.