Please keep your individual receipts, even if you visit NITMB with a group. Group receipts are acceptable if a sole person paid for a group expense and is requesting reimbursement on the whole group’s behalf, as long as the receipt details the number of participants. Person-to-person transactions, such as Venmo, are not eligible as receipts.
Reimbursement
Frequently Asked Questions
If I am visiting with a group, should we each keep our own receipts for meals or are group receipts okay?
If I am traveling with family or others not part of the program, do I have to keep separate receipts to be reimbursed for my travel and meals?
Non-participant family members are ineligible for reimbursement, even in the case of lodging. Please make sure to keep your travel expenses separate and be aware of the GSA limits for meal reimbursement. A separate receipt is preferred.
If I covered a shared expense for a colleague, or if I paid my expenses through my university/institution, and I am seeking reimbursement through them, what steps should I take?
If you fully paid for a travel expense you shared with a fellow participant, please make a note with your submission. All participants on the shared charge must email reimbursements@nitmb.org confirming the individual who paid for the expense.
If you are seeking reimbursement through your university or institution, please have them send us an invoice.
I can't find a receipt for one of my expenses. What should I do?
If you are unable to find a receipt that fits our guidelines, we recommend you reach out to the service provider to obtain a receipt. If your receipt does not contain proof of payment and date, you may also include a redacted credit card bill as backup.
How do I request a wire transfer?
On the form, you will be able to request a wire transfer if you do not have a United States mailing address. US residents may request Zelle instead. After submitting your request for wire transfer, we will follow up with a form for you to fill out bank information.
I don’t see the workshop or conference I attended listed for reimbursement. What should I do?
Reimbursement is not available until the conclusion of the event. If the event you participated in has officially ended, and you still do not see it listed on the form, please wait for the post-visit instructions email from the reimbursements team.
How long will it take for me to receive my reimbursement?
Once submitted, reimbursements will go through processing and approvals, which can take up to 45-60 days. This can vary for international participants, and may also be affected by USPS mailing. Please note that if we reach out with any inquiries about your request, your reimbursement will not proceed until we hear back from you.