Dear Faculty Members,
This web page is designed for your exclusive use. We hope
that it will serve as a valuable resource when questions arise about a variety
of topics. Below
you will find brief yet succinct information on travel-related questions, visiting
scholar information, visas, university meal allowances, honoraria payments,
and more. We will continue to update the page with the most current data as
it becomes available. Please note that this is not a substitute for detailed
information listed on the main UC Berkeley web sites relative to the topics
above. We will provide the official Berkeley links as well. The IES staff is
also always available to assist with specific questions via our e-mail address
at ies@berkeley.edu.
Certificate
of Academic Activity (.pdf, 207kb)
Foreign Currency Wire
Transfer Form 1 (.pdf, 13 kb)
IES Lecture Request
Form (.doc)
IES Lecture Information
Form (.doc)
IES Conference Request Form (.doc)
IES Visiting Scholar Checklist (.doc)
IES
Reimbursement Information Sheet (.xls, 26kb)
IES Travel Reimbursement
Form (.xls, 21kb)
IES Web and Print Project Request
Form (.pdf, 584kb)
Statement
of Citizenship and Federal Tax Status (.doc, 71kb)
Frequently asked questions
Travel
Where can I find the per diem rates for travel abroad?
These are provided via the UC
Berkeley travel web site.
I’m traveling to Europe for an IES related research group meeting.
Can I pay for my own ticket and then get reimbursed?
Yes. However, please keep in mind that reimbursements can take up to four
weeks
Can I fly first class?
No. The university will only reimburse economy round-trip airfare.
Is it possible for IES to purchase my ticket in advance of my trip?
Absolutely. However, this requires using the University travel service (Navigant
Travel). Our events coodinator, Natalie Terranova, (nrterranova [@] berkeley.edu)
will be happy to provide details on how this is done.
What if I want to travel to other destinations not related to IES? Can I still
use the university travel service?
Yes. However, any travel not related to official university business will
have to be reimbursed to IES.
Is there a per diem in the US?
No. There is a meal allowance at $50.00 per day. Receipts
must be presented for lodging expenses and incidentals.
What about surface transportation? Can I take a taxi to and from the airports?
IES can only reimburse up to the equivalent of a round-trip shuttle ride.
Any exceptions need to be requested ahead of time. Retroactive requests will
not be considered.
Meal Allowances
What are the official university meal allowances for breakfast, lunch and
dinner?
Breakfast - $15
Lunch – $25
Dinner - $45
Is it okay to take a special guest to a special dinner at Chez Panisse?
Yes. However, that would require prior approval from the IAS Dean’s
office. Otherwise, the meals would only be reimbursed at the level of a maximum
of 20% over the meal allowance. This includes tip and tax.
What about purchasing alcohol with meals?
Alcohol is not an allowable cost for federal or state funds. If alcohol will
be provided at a special meal, please contact us beforehand so that we can
determine the appropriate action to take.
Are significant others allowed to attend official university meals?
Officially, No. However, exceptions can be made. Please contact IES for further
details.
Where should I submit my receipt/receipts?
Please submit them to the IES at the main office in 207 Moses Hall. The receipt
or receipts should accompany the IES Reimbursement Information Sheet ( link
here) and the Entertainment Reimbursement Form (link here). These documents
are absolutely necessary in order to process the reimbursement.
Five Simple Steps to Obtain a J-1 Visa
- Formal letter of invitation must be sent to scholar. A copy of this letter
must be also sent to the Institute of European Studies. This should be done
approximately six months in advance to allow adequate time to process the documents.
- Host professor must fill out a Visiting Scholar's checklist available
on our website.
- The Institute will send the appropriate forms via email to the scholar.
The forms must be returned to Institute complete, accurate, and TYPED in order
to be processed.
- After the forms have been processed the Institute will send the scholar
the DS-2019 to take to the closest embassy or consulate in their home country.
It is advised that the scholar contact the embassy prior to receiving the DS-2019
to enquire about current restrictions and regulations.
- Upon arrival in the US the scholar must check in with their administrative
contact at the Institute to complete the process of becoming an official UC
Berkeley Visiting Scholar.
Visiting Scholar Appointment Application and Approval Process
- Complete an electronic
VSPA application on the UC Berkeley visiting scholar website at: vspa.berkeley.edu/#scholar
- Submit the application (without signature) via e-mail as an attachment to
hsutton@uclink.berkeley.edu.
- The Scholar must check in with the administrative contact at IES within
five days of their arrival at UC Berkeley. The original VSPA application and
a
Patent Acknowledgement form must be signed and taken with payment to the
VSPA Office in room 336 Sproul Hall.
For a more detailed description of the Visting Scholar application and approval
process please visit
vspa.berkeley.edu/vsprocess.html.
For a detailed
description of the Benefits and Privileges available to a UCB Visiting scholar
please visit
vspa.berkeley.edu/vsbenefits.html.
Travel Reimbursement
Guidelines
Also find more information on web site:
travel.berkeley.edu
Policy Restrictions
All travel must be at the most reasonable and economical
rates.
Airfare
All airfare transportation should be arranged through our
events
coordinator who will provide the traveler with the University's Travel Agency
information.
Surface Transportation Used In Lieu of Air Travel
These costs shall not exceed the cost of airfare. Airfare quote must be provided.
Rental Cars
Travelers are expected to use rental agencies with which the University has system-wide
contracts that include insurance coverage. If other agencies are used, charges
for additional insurance will not be reimbursed.
For more information about contracted rental agencies and/or insurance coverage,
go to:
travel.berkeley.edu/cat_cartravel.asp
Private Vehicles
Based on a minimum of 300 miles a day @ 36.5¢ cents/mile. Fuel, routine
repairs, tires, gasoline, or other automobile expense items will not be allowed
for reimbursement when a private vehicle is used. Such expenses are included
in the mileage reimbursement rate.
Documentation Requirement
All documents must be printed/typed clearly and legibly and filled out completely.
Signature authorization is required for all reimbursement requests.
Download the Microsoft Excel documents:
IES
Reimbursement Information Sheet (.xls, 26kb)
IES Travel Reimbursement
Form (.xls, 21kb)
The original of the following receipts are required and must indicate proof
of payment via (original CTS Form, cash receipts, credit card receipts, credit
card statement or other supporting document).
- Airfare tickets, Trains, Surface transportation
- Electronic tickets: An original copy of the itinerary/confirmation.
- Per Diem: Please indicate date and time of departure and arrival at each
location (City/Country).
- Event Registration fees: An agenda, itemized receipt, or other supporting
documentation.
- Lodging: Must have zero balance receipt.
- Rental car: Do not include extra rental car insurance; must have zero
balance receipts.
- Expenses of $75.00 or more per occasion.
- Small receipts (e.g. cash register tape, etc) must be taped to a full size
(8 ½ X 11) sheet of paper. Please don’t staple receipts.
Foreign Visitors
Along with the above documentation requirements, it is very important that
you provide a copy of your passport visa and the immigration stamp showing
the initials “WB” indicating that you were here on business or
the stamped date of entry. You must also complete the following required forms:
Certificate
of Academic Activity (.pdf, 207kb)
Statement
of Citizenship and Federal Tax Status (.doc, 71kb)
