Travel
Below is a summary of the travel reimbursement information for postdocs.
Travel reimbursements
All travel reimbursements should be submitted through the Concur system as an Expense Report. Postdocs are responsible for keeping and uploading receipts and documentation associated with the reimbursement (this includes all meal receipts). Please note that there is a per diem limit on meal reimbursements of $79/day. Additional details regarding the reimbursement process are sent via email to all postdocs, and questions may be directed to Amy Burgard, KITP’s Financial Manager.
Advances
If needed, we can provide a travel advance for an upcoming trip. Advance requests are also submitted through Concur, as a “Request”. Once the trip is completed, you’ll need to close out the Request by submitting an expense report, where you will upload all receipts and documentation. If you end up spending less than the amount of the advance, you’ll need to refund that portion of the funds to the University.
Airfare guidelines
Please do your best to follow the current KITP Airfare Guidelines when booking your flights.
Travel allowance
Postdocs each have a designated travel allowance, which we track throughout the year. If funds aren’t used in a given year, they will roll over into the next year.
Memberships
KITP does not reimburse any membership fees; these are the postdoc's responsibility.
Benefits
Please check UCSB's Academic Personnel site for information on benefits.
Visitors
Colleagues: All visitors to the Institute must be officially invited by the Director. If you have a colleague whom you wish to invite to KITP for a short visit, you must obtain written approval from the Director in advance of the visit. If possible, the visitor will be given a desk at which to work.
Cost of Living Increases/Merits
Pay raises are based upon UCSB policy. Please see the Chief Administrative Officer regarding merit review eligibility, timelines, procedures, and requirements.
Annual Report
Every year in May you will be asked to provide the Institute with a written report of your research activities during the preceding year. In addition, you will be asked for an updated publication list.
KITP Facilities
The KITP is a research facility and its space is to be used accordingly. All requests for use of the facilities, other than for research, must be directed to the director.
Office Space
Due to space limitations our postdocs share offices. Please note that the furniture in each office is intended to stay there, and should not be removed. If you require any changes, please see the Chief Administrative Officer.
Technical Manuscripts
All technical manuscripts generated while you are at KITP must be reported to us and must include the KITP's National Science Foundation and other relevant grant acknowledgments. Please make sure this information is accurately included in your manuscripts. Direct questions about acknowledgement and reporting to Susie Groves.
Visas
Visa policies are complex and changes occur frequently, so please contact the Visa Specialist as soon as possible if you need a visa or a transfer from another institution in order to work here. You also should be aware that visits to other institutions (and transferring from the KITP at the end of your appointment) may require advance planning. Please contact the Visa Specialist as soon as you begin negotiating a trip!
Shipping Expenses
Upon the completion of your appointment at the KITP, we can ship up to $75 of your scientific books and files to your next institutional address.