Home

Financial Support


 

If ICERM has offered to pay any of your expenses, please note the following:

ICERM travel funding is done on a reimbursement basis. Participants book and pay for their own travel, and are then reimbursed up to the amount indicated in the invitation letter.

Please note, clear images of your receipts will be needed to process your reimbursement.

When in doubt, keep the receipt until you have received your reimbursement to avoid a cost being rejected.

Go to the Request Reimbursement section below when you are ready to claim your reimbursement. Contact the Financial Coordinator if you have questions.

Allow 6-8 weeks for reimbursement check to be processed.

Reimbursable items include airfare, lodging, and local transportation to and from Providence's T.F. Green Airport, up to the allotted maximum. Those commuting daily by car can be reimbursed for mileage and daily parking up to $250.

ICERM does not reimburse for meals. ICERM does not reimburse for rental cars. Reimbursement of ticket change expenses may not be allowed. Please see air travel details for other restrictions.

Requests for reimbursement will not be accepted in excess of 6 months after your expected departure date.

 

If you were offered funding support from ICERM, please complete the following steps to claim your reimbursement.

  • Register as an Individual Payee with the Brown University Controller's Office: https://secure.brown.edu/supplier/
  • TIPS:
    Section 1: Do not complete the invoice-related fields.
    Section 2 answers:
    • What is your Primary Business: Reimbursement
    • Brown Department: ICERM
    • I am a: Sole Proprietor or Individual
    • Is this business is US SBA Certified: No
    • Payment Terms: DO NOT SELECT ‘2% is Net 15’
      • U.S. based visitors: ICERM encourages you to opt for Payment Term EFT is Net 5 and provide your banking details as this will result in your reimbursement being direct deposited into your bank account. If you prefer not to use this option, the select Net 30 which will result in a check.
      • Foreign based visitors: you must opt for Payment Term Net 30, as the form does not allow for foreign direct deposits. If you would like a wire transfer, please complete the Wire Transfer Form.
  • Complete the ICERM Travel Expense Report from
  • Scan or take photos of your receipts.
  • TIP: Keep your original receipts until you receive your reimbursement in case a clearer image is requested. Failure to do so may lead to that cost not being reimbursed.
  • Email your completed ICERM Travel Expense Report from form, the images of your receipts, and, if applicable, the Wire Transfer Form to: reimbursements@icerm.brown.edu. Please either send one PDF or a single email with multiple attachments.

 

Workshop Participants (less than 10 days):

For each workshop, ICERM has blocked rooms at a local hotel. Whether you are receiving ICERM funding (you would have received an invitation letter) or are a registered, self-funded participant, we encourage you to use our designated hotel in order to get the best rate. Should our designated hotel be unable to accommodate you, or if you prefer another hotel, we have a list of alternate hotels. Alternate hotel rates may change seasonally and/or without our knowledge. For those with ICERM workshop funding, please note that we will reimburse you at a rate of $123.17 (tax included) per night for a maximum of 6 nights, unless otherwise noted in your invitation letter. Please check our Housing information page for further details.

Short and Long Term Program Visitors:

ICERM's Program Coordinator will assist you in securing housing stays over 10 days. Invited visitors will be reimbursed up to the amount outlined in your invitation letter toward local housing (lodging receipts are required). If you stay less than the agreed upon days, the amount reimbursed to you will be prorated based on the number of days you were in residence at ICERM. Please check our Housing information page for further details.

 

If ICERM has offered to pay your domestic airfare, we will contribute to your travel expenses between your home institution and Providence RI, including economy round-trip airfare and/or ground transportation, up to $250 for travel within New England and $600 for travel from elsewhere in the United States (unless stated otherwise in your invitation letter). We suggest you book a ticket at least 21 days in advance of your visit to ensure a reasonable fare. Participants are expected to be present for the duration of the ICERM event — this reflects ICERM's commitment to our funding agencies and to highly interactive events. In particular, any offer of airfare reimbursement assumes the participant will attend at least 1/3 of the event. Fees charged by airlines for bulk-head seats, excess baggage, economy comfort/plus, priority boarding, etc., are not reimbursable.

 

If ICERM has offered to pay your international airfare, we will contribute to your travel expenses between your home institution and Providence RI, including economy round-trip airfare and/or ground transportation, up to $1,600 for those traveling from Asia, and up to $1,200 for those traveling from all other locations outside of the continental United States (unless stated otherwise in your invitation letter). We suggest you book a ticket at least 21 days in advance of your visit to ensure a reasonable fare. Fees charged by airlines for bulkhead seats, excess baggage, etc., are not reimbursable.

Note: ICERM's funding sources and federal regulations set forth in the Fly American Act require our visitors use U.S. certified airlines ("U.S. flag carriers"). This means that U.S. flag carriers must be used for foreign travel from flight origin (and/or transfer) airport, regardless of the cost. Very few exceptions can be made. If you are in doubt, please contact ICERM's Financial Coordinator before you purchase your tickets; otherwise, ICERM may not be able to reimburse you.

To be reimbursed for an international flight, the code of a U.S. flag air carrier must be noted as part of the flight number on the airline ticket, flight coupon (boarding pass), or passenger receipt. Each airline has a two letter alpha code. For example, United Airlines has a code of "UA". On an airline ticket, boarding pass or passenger receipt, this two digit code is designated just to the left of the flight number. Before you purchase your ticket, use the list below to determine if your airline choices will properly display airline codes on the ticket to ascertain whether or not the flight is on a US Flag air carrier. A detailed list of U.S. flag air carriers:

  • Airtran Airways (FL)
  • Alaska Airlines (AS)
  • American Airlines (AA)
  • Delta Airlines (DL)
  • Frontier Airlines (F9)
  • Hawaiian Airlines (HA)
  • Northwest Airlines (NW)
  • Southwest Airlines (WN)
  • Spirit Airlines (NK)
  • Sun Country (SY)
  • United Airlines (UA)
  • US Airways (US)

Please be careful: carriers have adopted the practice of code-sharing (a mechanism by which an U.S. certified carrier leases space on an aircraft of a foreign air carrier, and visa versa). Not all code-sharing flights use U.S. certified carriers. As long as your flight coupon, electronic ticket, boarding pass, or passenger receipt identifies a U.S. Flag air carrier's two-letter designator code and flight number, it shows you as a passenger in a U.S. Flag carrier seat, regardless of the air carrier who owns the aircraft. Please email travel@icerm.brown.edu with questions.

As with the domestic travelers, participants are expected to be present for the duration of the ICERM event — this reflects ICERM's commitment to our funding agencies and to highly interactive events. In particular, any offer of airfare reimbursement assumes the participant will attend at least 1/3 of the event.

 

The option of driving a personal car to ICERM is intended for those living in the New England area. Those traveling from outside of New England must show that the cost of one round trip to ICERM by personal car is less than or equal to one round trip plane ticket from their home institution. Invited guests who have reimbursement approval to drive their personal car to ICERM will be reimbursed $0.56 cents per mile (effective January 1, 2014). Mileage can be shown by conducting an internet map search to 121 South Main Street, Providence, RI 02903, and printing the results. ICERM will also reimburse for local parking. All personal car travel costs (mileage, tolls, parking, etc.) will be reimbursed up to the travel allowance maximum outlined in the invitation letter.

Several banks are located near ICERM if you wish to set up an account or transact other business.

 

Bank Name Address and Phone
Bank of America 100 Westminster Street, Providence, RI 02903
Phone: (401) 228-0128
Bank Rhode Island 1 Turks Head Pl # 102, Providence, RI 02903
Phone: (401) 456-5152
Citizens Bank 63 Westminster Street, Providence, RI 02903
Phone: (401) 456-7010
Santander Bank 1 Financial Plaza # 400, Providence, RI 02903
Phone: (401) 752-1900
TD Bank 180 Westminster, Providence, RI 02903
Phone: (401) 455-2900
Washington Trust 156 Westminster St, Providence, RI 02903
Phone: (401) 421-3600
Webster Bank50 Kennedy Plaza, Westminster Street, Providence, RI 02903
Phone: (401) 273-8298