Financial Policies

Funding
Individual funding details are outlined in invitation letters. Participants book and pay for their own transportation and lodging costs.
Reimbursements
Participants should refer to the specific event website to submit reimbursement requests after the program starts. Requests take 6 to 8 weeks to process. Reimbursement requests will not be accepted 6 months after the participant’s departure.
Receipts
Clear images of receipts are needed to process reimbursements. Requests can be rejected if a receipt is deemed illegible. Keeping receipts until the reimbursement is received is advisable.
Personal Cars
Only New England based participants' personal car travel are reimbursable. All other participants must contact the Financial Coordinator in advance to ensure personal car travel allowability. Reimbursements for approved commuters use the prevailing IRS rate at the time of the trip.
Lodging for Workshop and Long-term Participants
ICERM's Program Coordinator will provide hotel details for workshop participants, and will assist with securing housing for long-term participants whose stays are 10 days or longer. Those offered ICERM funding for lodging will find details on their invitation letters. Reimbursements are capped at the amount indicated in the invitation letter.

Important Note: For those whose visits are cut short for any reason, lodging reimbursements will be prorated based on the actual number of days in-residence.

Air Travel Policies

The inclusion of airfare funding in an ICERM invitation letter assumes the participant will attend at least 1/3 of the event. Acceptable air travel related costs can be found on your invitation and the Financial Support section of your program’s page.

International Travelers
The Fly American Act requires participants to use United States or European Union airlines ("U.S. or E.U. flag carriers"). These carriers are defined by the country where an airline is headquartered. U.S. or E.U. carriers must be used for all flights including connections regardless of the cost.
Allowable Example
Lufthansa is headquartered in Germany. A Lufthansa ticket originating anywhere in the world to ICERM is allowable.
Unallowable Example
Porter Airlines is headquartered in Canada. A Porter Airline ticket originating anywhere in the world to ICERM is unallowable.
Countries where Allowable Airlines are Headquartered
  • Austria
  • Belgium
  • Bulgaria
  • Croatia
  • Cyprus
  • Czech Republic
  • Denmark
  • Estonia
  • Finland
  • France
  • Germany
  • Greece
  • Hungary
  • Iceland - included in the U.S.-E.U. Agreement
  • Ireland
  • Italy
  • Latvia
  • Lithuania
  • Luxembourg
  • Malta
  • Netherlands
  • Norway - included in the U.S.-E.U. Agreement
  • Poland
  • Portugal
  • Romania
  • Slovakia
  • Slovenia
  • Spain
  • Sweden
  • United Kingdom
  • United States
Codesharing Caution
U.S. or E.U. carriers can lease seats on an aircraft of a foreign air carrier and vice versa. You must buy the ticket through an U.S. or E.U. carrier to ensure reimbursement.
Allowable Example
Ticket purchased through Delta Airlines (U.S. headquarters) and the flight is operated by Aeroflot (Russian headquarters).
Unallowable Example
Ticket purchased through CopeAirlines (Panamanian headquarters) and the flight is operated by United Airlines (U.S. headquarters).
Itineraries can be sent to travel@icerm.brown.edu for a review before you purchase your ticket.