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Governance Meetings: Travel Policies and Procedures

Policies and Procedures

Governance Meetings: Board of Trustees, SAC, HRAC, EAC, and Trusteesā€™ Committees

Travel Expense Reimbursement and Per Diems

Updated 6/10/13

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 $160 in total ($99/night allowed for lodging and $61 for meals and incidental expenses).

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


Arrangements are to be made through Orinda Travel (Contact travel manager Christine Alexander at 510-847-3681) at least two weeks in advance. Orinda Travel has been instructed to select the lowest fares and will call MSRI if travel costs are above acceptable levels. Airfares are paid directly by MSRI. Because of our source of funding, Orinda Travel may only use U.S. air carriers.

Alternatively, reasonable airfares paid by participants will be reimbursed provided that they are economy class, are purchased at least two weeks in advance, and are on U.S. carriers.

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

MSRI reserves rooms at the Hotel Durant and other hotels at discounted rates. The Hotel Durant will bill MSRI directly.  If you choose to pay your room bill directly to a hotel, you will be reimbursed in the combined lodging and meal per diem rate of $160 per day for each meeting day plus a hotel allowance of $99 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 $45.75 each way (75% of the total meal allowance of $61.00) 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 ā€“ Public transportation
Airport Shuttle Service (Bay Porter or equivalent), and local transportation, bus or taxi, from hotel to MSRI and back.

Alternative 2 ā€“ 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.
Alternate 3 - Private car
Private automobile mileage reimbursement is limited to the comparable cost of an airline ticket.

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.