These policies apply to all Advanced Research Training Course personnel (directors, faculty, lecturers, other staff), as well as to any student whose participation in a course provides for reimbursement of travel expenses.

  1. General Policy Information
    • Current mileage and per diem rates are indicated on the Travel Reimbursement Request form.
    • Requests for travel reimbursement must be submitted within 60 days of your departure from MBL. Forms submitted after 60 days will not be processed.
    • Documentation is required for reimbursement. All receipts (original, scanned or electronic) must show proof of payment information and be submitted along with the reimbursement form. Email forms to
      • Any receipts that are not written in English must be submitted with an accompanying translation and currency conversion. Please use for conversions. The MBL will only reimburse in U.S. dollars.
    • Rental cars are not reimbursed by MBL
    • Overnight accommodations are not covered.
    • U.S. Visa fees are not covered by the MBL. 
  1. Commercial Airlines or Railway
    • Fox World Travel – We strongly encourage course participants to use our partner, Fox World Travel to book flights which are directly billed to MBL. The Education office will contact course participants with instructions for making reservations using this service.
    • Booking on your own – Include the following considerations when booking your travel:
      • Use U.S. based carriers when possible
      • Reserve early for lowest fares
    • Rates: Transportation is limited to round-trip coach class transportation only. MBL does not reimburse flight change fees, upgrades or costs incurred for layovers.
  1. Personal Vehicles
    • Mileage (the MBL rate includes the cost of fuel)
      • Mileage to and from airports, or to and from the MBL, will be reimbursed at a rate set forth by the MBL and indicated on the reimbursement form; the total amount reimbursed may not exceed the cost of economy airfare.
      • Documentation – Miles traveled should be indicated on the Travel Reimbursement Request Form and accompanied by a route map (Google Maps; MapQuest, etc.) to verify the distance traveled.
    • Parking –Attach receipts for airport/railway parking at point of origin to your reimbursement form.
    • Local Travel – Personal travel such as to restaurants, movies, etc. is not reimbursable.
    • Damage to Vehicle – Not covered by MBL
  1. Ground Transportation
    • To Woods Hole from local airports – Ground transportation reimbursement to and from Logan Airport (Boston) or TF Green Airport (Providence) will be reimbursed at the cost of a bus ticket; original receipts for travel must be submitted. Service to Woods Hole is via Peter Pan or Plymouth & Brockton Bus
    • Ground transportation expenses at point of origin
      • Reimbursement – Ground transportation reimbursement to and from the airport at your point of origin will be provided as follows:
        • Travel by taxi, limo, shuttle, Uber/Lyft, etc. will be reimbursed for mileage only, at the rate set forth by the MBL. Claim this expense on the Personal Vehicle Mileage line on the Travel Reimbursement Request Form.
      • Ground transportation expenses incurred for personal travel such as to restaurants, movies, etc. are not reimbursable.
  1. Meals
    • Meals incurred on travel days will be reimbursed at the listed MBL rate or based on receipts not in excess of the daily rate.
  1. Taxability of Travel Reimbursements to Non-employees
    • Taxability is determined by traveler’s citizenship and whether the purpose of travel is to perform service for MBL .
    • There may be withholding of income tax from the reimbursement for non-US citizens (per the U.S. IRS)
    • Taxpayer identification must be provided before payments are issued.
      • a. U.S. citizens complete IRS form W-9
      • b. Non-U.S. citizens complete IRS form W-8BEN and coordinate with MBL’s Foreign National Coordinator to register in the FNIS (Foreign National Information System) to determine applicable income tax rates.