Expenditure Reimbursement While on Leave

Policy

For Faculty
Full Professors, Associate Professors, Assistant Professors, Lecturers and Instructors

In limited circumstances, the Dean of the Faculty will approve reimbursement of expenses incurred while a faculty member is on leave of absence. These expenses will not be reimbursed from “general fund” sources or from Dean of Faculty sources. To qualify as reimbursable, faculty members must utilize either their individual funds where approval has been granted for expenditure reimbursement while on leave or they must be on public service leave with the Woodrow Wilson School or other academic unit agreeing to pay for these expenses.

RENTAL EXPENSES:

To qualify for reimbursement of rental expenses while on leave of absence, faculty members must meet the following criteria:

  1. There has to be a strong research-specific purpose for the locale where the faculty member is renting while on leave. In other words, reimbursing a rental in Cambridge because the faculty member is working on research with specialized equipment and with colleagues who work at MIT might be acceptable. Renting a house on the beach because "I write better on the beach" would not be appropriate.
  2. The faculty member may not be reimbursed for his or her primary residence--this is a personal expense intended to be covered by salary. Therefore, the faculty member must be maintaining a primary residence in the Princeton vicinity while incurring rental expenses on leave. He or she cannot be renting or subletting the primary residence since then his or her primary residence would be the rental property during that period.
  3. The rental expenses must be financially justifiable; in other words, these expenses must be reasonable and appropriate for the duration of the leave.
  4. The University will only reimburse the rental associated with the faculty member him- or herself. Therefore, the rental reimbursement can be no more than the equivalent of the cost of a one-bedroom apartment in the leave location. We encourage faculty members to explore the possibility of university/campus housing options that may be offered at the leave institution if applicable.
  5. If the faculty member is earning wage income above his or her Princeton FTE salary while on leave, the University will not reimburse these rental expenses.
  6. To be reimbursable, these expenses must be properly substantiated and submitted within the time frame specified in Princeton’s Reimbursement Policy.

These time limitations determine both whether the cost may be reimbursed by the University as a business expense, and whether that reimbursement will be treated as taxable income to the individual.

MOVING COSTS OF SHIPPING GOODS TO AND FROM LEAVE LOCATION:

a. Research-related materials

The costs of shipping research materials such as books, computers, and research equipment are reimbursable.

b. Personal materials

The costs of shipping clothes, household goods, and vehicles are considered personal expenses and are not reimbursable.

TRAVEL EXPENSES:

a. Learned Society Travel

For faculty members on leave of absence, transportation associated with learned society travel will be reimbursed from the leave location.

b. Work-Related travel

When it is necessary for the faculty member on leave to travel from the leave location to Princeton for required participation in work-related meetings such as dissertation defenses, essential search committee meetings, departmental reviews, and other similar events, the travel is reimbursable.

c. Commute-Related travel

Normal commute-related expenses including car rental, car service, mileage, gasoline, tolls, and parking will not be reimbursed.

d. Family Member Travel Expenses

Costs of travel for family members are personal expenses and are not reimbursable.

GENERAL LIVING EXPENSES:

General living expenses incurred at the leave location including commuting, meals, and laundry/dry cleaning are considered personal expenses and thus not reimbursable.

For Academic Professionals
Professional Researchers (including visitors and PostDocs), Professional Specialists and Librarians

Expenditure Reimbursement While on Leave for Academic Professionals

This policy is not applicable to Academic Professionals.