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.
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 September 1, 2016. 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. Reimbursements are only given to participants who attend and complete the full schedule of seminar events. Please be advised that it can take up to twenty business days for travel reimbursement to be processed.
Acceptable Travel Expenses
Use of a personal automobile will be reimbursed at the current Internal Revenue Service mileage rate. This mileage rate covers depreciation, maintenance, repairs, gasoline, oil, insurance, and vehicle registration fees. For mileage reimbursement a Google Maps print-out must be submitted with the total miles traveled to and from the seminar. Reimbursements for mileage can only be submitted following the completion of the seminar once the trip is complete.
Travelers are expected to book the lowest-priced coach-class airfare available. Business-class travel, first-class travel, and frequent flier miles or award points 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 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.
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.