Governance Meetings: Travel Policies and Procedures

Policies and Procedures

Governance Meetings: Board of Trustees and Trustees’ Committees

Travel Expense Reimbursement and Per Diems

Updated 1/1/19

These procedures pertain to out-of-town meeting participants only. Expense report reimbursement requests must be received within 4 weeks of the meeting date.


MSRI will reimburse hotel receipts for the meeting day(s) plus arrival day, up to a daily maximum of $217 per night, tax included. Receipts are required for reimbursement.


Arrangements are to be made through Orinda Travel (Contact travel manager Christine Alexander at 510-847-3681) at least three weeks in advance. Ms. Alexander has been instructed to select the lowest fares and will call MSRI if travel costs are above acceptable levels. Airfares are paid directly by MSRI. Because of our source of funding, Ms. Alexander may only use U.S. air carriers.

Alternatively, reasonable airfares paid by participants will be reimbursed provided that they are economy class, are purchased at least three weeks in advance, and are on U.S. carriers.

Ground Transportation Reimbursement

Reimbursement includes costs from home to home airport, airport parking, from Bay Area airport to hotel and from hotel to MSRI for each meeting day and return. You may choose:

Alternative 1 – Public transportation
Airport Shuttle Service (Bay Porter or equivalent), and local transportation, bus or taxi, from hotel to MSRI and back.

Alternative 2 – Rental car
Rental car reimbursement will be up to a maximum of $49/day for the day of the meeting(s) plus arrival and departure day, based on 24-hour rental periods.

Alternative 3 – Private car
Private automobile mileage reimbursement is limited to the comparable cost of an airline ticket.

Meals and Incidentals

MSRI will calculate the meals and incidentals allowance available to you, and add this amount to your reimbursement.

N.B.: In order to receive reimbursement, you must complete a form entitled "Governance Travel Expense Report". Receipts are required for all lodging and travel expenses.