Travel and Expenses

Costs and Support

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:

  • Up to $500 for round-trip airfare
  • Up to $350 for train fare
  • Up to $250 for use of personal or rental vehicle

Travelers are expected to choose the lowest-priced, most feasible fares available, considering the following:

  • Travelers’ itinerary and connection times
  • Restrictions and/or cancellation/change fees


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.

Registration Fees

The Science Forward Symposium does not have an application fee or registration fee.

COVID-19 Guidelines

All attendees are expected to follow Cold Spring Harbor Laboratory’s COVID-19 policy and protocols:

Travel and Business Expense Reimbursements

All guest should submit receipts and supporting documents here.

General Guidelines

  • Provide all supporting documents (itemized receipts, proof of payment)
  • Business purpose must be specified
  • Conference flyer/meeting invitation should always be provided
  • Submit reimbursement within 120 days from date of the last expense
  • Any expense submitted after 365 days from the expense date will not be reimbursed.


  • All receipts should be itemized
  • Proof of payment, this is often part of the receipt. Examples of this may include notation of: cash tendered, paid, a zero-balance due and or debit/credit card payment (card type, last four digits of card and/or signature
  • A credit card or bank statement usually has all the required information. If the item was paid for with cash, please provide the receipt given to you and indicate you paid cash
  • Name of payee (your name)

Travel by Personal Vehicle

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

Reimbursement Submission Time Limit

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.