Employee Resources

Employee Resources

Publication Acknowledgement

NOAA: This report was prepared by [your name] under award [to be inserted] from the National Oceanic and Atmospheric Administration, U.S. Department of Commerce. The statements, findings, conclusions, and recommendations are those of the author(s) and do not necessarily reflect the views of the National Oceanic and Atmospheric Administration, or the U.S. Department of Commerce.

CIMES Award 7/1/18-6/30/24 - NA18OAR4320123
CIMES Award 7/1/23-6/30/28 - NA23OAR4320198

Please check with AOS Grants Manager, Karina Castillo, [email protected] if you have questions on which award you have been supported.

Initiatives

AOS-Princeton Travel Policy

TRAVEL REQUEST FORM

NEW FOR 2024 – AOS Travel Policy

  1. Researchers should make themselves aware of the number and type of conferences/workshops budgeted on the project on which they are supported by reaching out to AOS administration.
  2. All travel must be pre-approved by the AOS administration with the completion, submission, and approval of the TravelRequestForm prior to any travel-related purchases.
  3. For 2024, it is anticipated that a typical annual travel budget will range from $3,000 - $6,000(maximum) depending on the travel budgeted in a project. The annual period is defined as the researcher’s start date/reappointment date. E.g. (4/14/2023-4/13/2024)
  4. For reappointed researchers unused travel from a previous year can be used in a subsequent year. There will be a $2,000 maximum carryover.
  5. Unused travel allowance will not be reallocated or reimbursed to the researcher.
  6. For questions on your available travel balance, contact AOS Department Manager Kit Chandler -  [email protected]
  7. For researchers NOT supported by NOAA/CIMES, please check with grants manager, Karina Castillo, [email protected] on your available travel budget.


Please visit:  https://travel.princeton.edu/ for the Princeton University Travel Policy which AOS adheres to.

A few things to remember:

  • Any expense not submitted within 60 days from the date of the transaction may be subject to being taxed as income.
  • IMPORTANT:  No alcohol can be charged to a government project.
  • If you are taking vacation before or after your travel (foreign or domestic), you must obtain a cost itinerary for the airfare portion of your travel based on the cost if you had only attended the meeting/conference.  Princeton will reimburse the lower airfare cost.  Per policy, we will reimburse lodging while attending a conference a maximum of one day before and one day after the conference.
  • Receipts for all expenditures greater than or equal to $50 are required.  For meals, please save and submit all receipts.  Additionally, we will need the itemized restaurant receipts as your credit card receipt does not include adequate information. 
  • No receipts are required for any out-of-pocket expenses under $50, but you must include the vendor’s name, no matter what type of expense it is. Otherwise, there is no backup that it’s a real expense.
  • Daily expenses must follow the $75 for domestic and $125 for international guidelines set by the University.
  • Airfare should only be booked for economy/economy plus class as Business and/or First-Class airfare will not be reimbursed.  If you have airline points, you can upgrade. Seat upgrades are not allowed, but again, if you have airline points, you can upgrade. Travel insurance will not be reimbursed.
  • For those of you that have a travel card, you should NOT be using your travel card to pay for other travelers’ expenses (e.g. meals) unless the individual also works at Princeton and those expenses are being charged to a Princeton project.

International Travel

  • For foreign airfare, travelers can use a foreign carrier to EU countries and: Norway, Iceland, Japan, Australia and Switzerland.  Please see the attached information or the link at https://finance.princeton.edu/gifts-sponsored-research/sponsored-research-administration/fly-america-act
  • As of January 1, 2021, The United Kingdom (UK) is no longer a member of the EU.
  • Canada and Mexico are considered foreign travel and must abide by the Fly America Act.
  • For travelers supported by NOAA/CIMES or other NOAA funds, prior approval for use of any foreign carrier, even to EU countries is required BEFORE flights are booked.  Please contact Kit Chandler, [email protected].
  • Booking flight reservations outside of Concur/World Travel and NOT flying on a U.S. Flag Carrier, requires use of the Fly America Act Waiver Checklist.

All members of the Princeton University community, including faculty and staff, are required to enroll the details of international University-sanctioned travel with the Global Safety & Security (GS&S) office.

To meet this requirement, travelers must use the 'Enroll My Trip' tool.

Click here to get started enrolling a trip.

Download the Quick Start Guide

For additional detail, please see Princeton’s reimbursement travel policy.

Submitting Travel

If you would like Anna Valerio to set-up/prepare your report, please send receipts to [email protected]. The following instructions will need to be completed in Concur as Anna will need access. Log in with your Princeton NetID and password.

Directions for Setting up Assistant/Arranger 

•          Under Profile (upper right-hand corner), select Profile Settings. 

•          On the left-hand side under travel setting select Assistants/Arrangers select +Add an Assistant, type Anna Valerio. Select Anna Valerio and save. 

•          Under Expense Setting, select expense delegates, select add, enter Anna Valerio, and click add. Then below check off the following boxes: “can prepare” and   
           “can view receipts.”

If you would like to prepare your own report, please follow the instructions in the link below:

Concur Expense Report Instructions


Time for Research & Technical Staff

Other