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School of Science Information for Faculty, Postdocs, and Staff

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Faculty Travel on MIT Business

This policy provides for financial support to faculty for additional dependent care expenses associated with travel on MIT business, above those normally incurred by the faculty member while at MIT. Faculty are eligible to be reimbursed up to $1,000 in direct expenses, plus an allocation to cover the tax due on the expenses, per year in reasonable dependent care expenses.  Such reimbursement will be additional compensation. Deans and Department Heads may, at their discretion, allow more than $1,000 in appropriate dependent care expenses per year.

Junior faculty should apply through their Schools.  Senior faculty should use discretionary funds for dependent care expenses (plus an allocation towards the tax due on the expenses) associated with travel on MIT business. Senior faculty without discretionary funds will be reimbursed by the Department, under the same conditions as the program for junior faculty.

School of Science Process:

The policy provides for reimbursement of up to $1,000 per year in direct expenses plus an allocation for the taxes. However, the Dean may approve at his discretion, a reimbursement larger than $1,000 and/or additional reimbursements beyond the $1,000 outlined in the policy. These payments will be considered supplements and will be considered additional compensation.

The Dean of Science will provide for the cost of up to $1,000 in direct expenses for a junior (untenured) faculty member per year. Reimbursements for senior (tenured) faculty and for those in excess of $1,000 per year for junior (untenured) faculty, need to be provided either through faculty discretionary funds or departmental funds. (see restrictions in the next paragraph.)

Please Note: The reimbursement (supplement) will not be subject to EB and no incremental benefits will be paid (that is, it is not counted in the pension calculation). It cannot be charged to federal research projects or unless the PI has explicit permission from the donor/sponsor, to any external funds.  The reimbursement/ supplement is not subject to research F&A nor fund overhead.

Process for Requests:

All requests for reimbursement under this policy require the approval of the Dean of Science. 
Requests should be made using the supplemental appointment form [available here] that includes the date and purpose of the trip and an itemization of the costs incurred in the Comment section of the form. Supporting documents should be attached to the form. 
Requests for senior (tenured) faculty or in excess of $1,000 per year for junior (untenured) faculty should also include an account number that can be charged.
These requests are normally processed by a Department Administrator and should be forwarded to Heather Williams, 6-131.   Questions regarding the policy or the procedure should be directed to Heather Williams, 617-253-8904.