Our symposium was made possible through generous support from New York State’s medical schools, academic research institutions and other organizations. The funds are designated to support attendees’ travel to and from the symposium.
You are responsible for transportation in and around New York outside of the symposium activities. We expect you to book and pay for your tickets to the symposium. Please follow the travel and business guidelines outlined attached for the reimbursement process.
Attendees will be reimbursed for travel expenses as follows:
Travelers are expected to choose the lowest-priced, most feasible fares available, considering the following:
Accommodations will be provided at no cost to attendees on-site at Cold Spring Harbor Laboratory on Monday, March 20, 2023. Any additional accommodations either before or after March 20, 2023 will be at the attendee’s expense.
Meals associated with the Science Forward Symposium on Monday, March 20 and Tuesday, March 21, 2023 will be provided on-site at Cold Spring Harbor Laboratory.
The Science Forward Symposium does not have an application fee or registration fee.
All attendees are expected to follow Cold Spring Harbor Laboratory’s COVID-19 policy and protocols: https://meetings.cshl.edu/pdf/covid_protocols.pdf
All guest should submit receipts and supporting documents here.
When traveling for business purposes, personal vehicle may be used in order to save time, transport equipment, reduce costs when several people are traveling together, or travel to locations within reasonable driving distance. Mileage reimbursement covers fuel, maintenance/repairs, insurance, transportation and operating costs, so these will not be reimbursed separately. In addition to the mileage allowance, tolls and necessary parking charges may be reimbursed. Miles should not exceed 500 beyond the point of origin. Current mileage is $.625/miles. Provide an online printed map indicating the total mileage between your home and conference/trip destination
The IRS requires employee / non-payee expense reimbursements to be reported within a reasonable period of time. Reimbursements submitted past 120 days from the date of the last expense is considered taxable income and may be taxed (students will not receive imputed income). Failure to submit expense within 365 days will result in non-reimbursement of expense.