How to get reimbursed for Smith expenses

Travel to and from Smith-sponsored events (including retreats, board meetings, and review panels) is covered by the Program and should not be charged to Research & Travel funds.

Expenses directly reimbursable through SCB and the SF Program for Smith-sponsored events include flights, ground transportation, en-route meals, and necessary lodging related to retreat travel, as well as food and supplies purchased on behalf of the group. Group meals during Smith-sponsored events will be covered by the program or noted as DIY-reimbursable in the schedule (please help us reduce food waste and plastic/disposable use!). All personal purchases (including toiletries, personal food/snacks/alcohol, and clothing) are generally not reimbursable without prior approval from program staff.

When booking travel, prioritize the most cost effective flights within the prescribed arrival/departure times, within reason (a.k.a. pick the most human-friendly, cost-effective flights). Book main cabin or economy class fares; business class and above are not reimbursable. If you have questions about your travel or need support, please contact program staff.

Reimbursement requests may be submitted using this form.

If submitting more than eight receipts, you may email receipt images along with a spreadsheet of expenses (date, amount, description) to the Program Associate rather than using the form. Reimbursements are processed approximately every two weeks and typically take around 30 days to complete. Fellows who prefer not to use personal funds for travel should contact Program staff in advance to discuss alternatives.