These procedures pertain to out-of-town meeting participants only. Please note that the combined maximum reimbursable hotel room and meal per diem rate, according to IRS rules for the Berkeley area, is $148 in total ($89/night allowed for lodging and $59 for meals and incidental expenses).

All expense report requests for reimbursement must be received within 4 weeks of the meeting date.

Airfare

Arrangements are to be made through Northside Travel (Christine Alexander or Liz Webb, 1-800-575-3411, or 510-843-1855). Northside Travel has been instructed to select the lowest fares and will call MSRI if travel costs are above acceptable levels. Pre-approval by MSRI is required for fares that seem outside acceptable levels or exceed the $500 maximum round-trip fare. Airfares are paid directly by MSRI. Northside Travel has been advised to use only U.S. air carriers. Alternatively, reasonable airfares within the maximum limits (on U.S. carriers) paid by participants will be reimbursed.

Lodging and Meal Per Diem (Hotel accomodations and meals and incidental expenses)

MSRI reserves rooms at the Hotel Durant or other hotels at discounted rates. Please pay your room bill directly to the hotels, which is reimbursed to you in the combined lodging and meal per diem rate of $148 per day for each meeting day plus a hotel allowance of $89 for your arrival night. Receipts are not required for this payment.

Maximum number of days: Number of scheduled meeting days.

Arrival and Departure Day Meal Reimbursement

The meal allowance is $44.25 each way (75% of the total meal allowance of $59.00) and it will be added to your standard Government Travel Expense Report automatically.

Ground Transportation Reimbursement

Reimbursement includes costs from home to home airport, airport parking, from Bay Area airport to hotel and from hotel to MSRI for each meeting day and return. You may choose:

Alternative 1 – Public transportation
Airport Shuttle Service (Bay Porter or equivalent), and local transportation, bus or taxi, from hotel to MSRI and back.

Alternative 2 – Rental car
Rental car reimbursement will be up to a maximum of $35/day for the day of the meeting(s) plus arrival and departure day, based on 24-hour rental periods.

N.B.: In order to receive reimbursement, you must complete a form entitled "Governance Travel Expense Report". Receipts are required for a single expenditure of $75 or more.