Guest Investigators and Institution Visiting Scholars: Payment Guidelines
Under special circumstances and with advance approval by the WHOI Sponsor, Department and Human Resources, Guest Investigators and Institution Visiting Scholars may receive one or more of the following:
- Reimbursement for actual travel expenses (original itemized receipts required); and
- Reimbursement for lodging and housing rental expenses is not to exceed Falmouth GSA Lodging rates (zip code 02540) (original itemized receipts are required). Expenses must be approved in advance by the sponsor of the Guest Investigator or Visiting Scholar.; and
- Per diems of not more than the Falmouth GSA rates (zip code 02540) for all other incidental living expenses.*
To be eligible for any of these payments, a guest or visitor must have a permanent address that is more than 50 miles from Woods Hole, and the payments may only be used to assist them in residing in the Woods Hole area during their appointment.
If a Department expects to utilize any of the above payments, they must complete and submit an "Advance Request & Authorization to Travel" form, along with the Authorization to Invite a Guest Investigator or Institution Visiting Scholar form to Human Resources.
Human Resources will review the estimated expenses section of the "Advance Request & Authorization to Travel" form to make sure it meets the guidelines outlined above. If the above guidelines are met, Human Resources will sign off on the form and forward it to the RT Office, along with a copy of the Authorization to Invite a Guest Investigator form. The RT Office must have these forms on record, with an authorizing signature from Human Resources, before they can process payment requests for guests and visitors.
To initiate payment to the Guest Investigator or Institution Visiting Scholar, either a Travel Expense Voucher or Request for Payment with all required original itemized receipts and appropriate signatures must be sent to RT.The log number from the Advance Request form must be included on either of these documents for reference to the Human Resources authorization.
*For example, Meals & Inc Exp. 2015 = $51 per day; Breakdown (M&IE): Breakfast =$8, Lunch = $12, Dinner =$26 and Incidental Expenses $5
Last Updated by DoR Office
23 June 2015
Last updated: June 23, 2015