Travel & Reimbursement Guidance for Junior Investigators

We are pleased to support your travel. To ensure timely reimbursement, please review the requirements below before booking and traveling. Reimbursements are provided for allowable expenses, with appropriate documentation, and within established budget limits.

If you keep receipts and follow these guidelines, reimbursement should be straightforward.

At a Glance (Please Read This)

  • ✔ Reimbursement is for allowable travel expenses only
  • ✔ Expenses must be reasonable and within budget constraints
  • ✔ Itemized receipts are required for all expenses
  • ✔ All receipts must be submitted together in one single PDF
  • ✘ Some expenses (e.g., alcohol, personal insurance) are not reimbursable or have restrictions
  • ✔ Important! Paperwork must be submitted within 60 days of travel!

What Expenses Are Reimbursable?

Transportation

Airfare
  • Airfare must be economy/standard class unless otherwise approved
  • Seat upgrades, early boarding, flight insurance, or similar add‑ons over $75 total per receipt require prior approval
  • Multiple upgrades on the same receipt are reviewed in total, not individually
Personal Vehicles
  • Mileage is reimbursed at the current IRS mileage rate
  • A screenshot of the route traveled must be provided
  • Gas for personal vehicles is not reimbursable
Rental Vehicles
  • Gas for rental cars is reimbursable
  • Personal accident insurance and personal effects insurance are not reimbursable

Lodging

  • Hotel room charges are reimbursable
  • If parking, meals, or alcohol appear on a hotel bill, they must be separated and listed individually
  • Alcohol charges must always be listed separately and are not reimbursable

Meals

  • Reimbursement is for actual meal costs only
  • Per diem rates do not apply
  • Alcohol must be separated from food charges and is not reimbursable

International Travel & Currency

  • You will be reimbursed in the currency associated with your banking information
  • If expenses were paid in a different currency, a currency conversion is required
  • Provide a date‑specific currency conversion screenshot matching the expense date

Documentation Requirements (Very Important)

To be reimbursed:

  • All expenses must have itemized receipts
  • Screenshots are acceptable when they clearly show:
    • Date
    • Amount paid
    • Vendor
    • What was purchased
  • All receipts must be combined into a single PDF document per traveler
    • Do NOT submit multiple files!
    • Incomplete or missing documentation may delay or prevent reimbursement.

Budget Expectations

Travel expenses will be reimbursed for allowable costs within overall budget constraints. Please plan travel reasonably and avoid unnecessary upgrades or add‑ons. If you are unsure whether an expense is allowable, ask before incurring it.

Need Help?

If you have questions about:

  • Allowable expenses
  • Documentation
  • Special travel circumstances

Please contact the program or financial administrator supporting your visit before you travel.

Who can I reach out to with additional questions?

Please email help@hubmapconsortium.org 

 

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