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Reimbursement Methods

Cycle 22: as of March 5, 2019

Receipt Deadline: 13 July 2020 in the Chandra Program Management Office.

Travel Expense Accounts will be closed on 13 July 2020.

We cannot reimburse receipts received after this date.

To make status inquiry of reimbursement not received by 17-August-2020, please email cxoreview@cfa.harvard.edu.

The table below summarizes reimbursement methods available to Reviewers.

Reimbursement MethodFederal/Civil Servant
Quasi-Federal, NRC1, Chandra Subcontracting University
Non-Federal Employee (Domestic or International)Local2 (within 50 miles of Review)SAOProcessing Time*What to Expect
Reimbursement Method: Direct Deposit into the Reviewer's U.S. Banking Institution (aka Electronic Funds Transfer, or EFT)Federal/Civil Servant Quasi-Federal, NRC1, Chandra Subcontracting University: NoNon-Federal Employee (Domestic or International): YesLocal2 (within 50 miles of Review): YesSAO: NoProcessing Time*: 4 days to 4 weeksWill appear on bank statements as "Cash Deposit SI TREAS 303-Fed Travel"
Reimbursement Method: Wire Transfer in U.S. Dollars (only), to an International Bank3,4 ($30 banking fee compensation applies to this option only)Federal/Civil Servant Quasi-Federal, NRC1, Chandra Subcontracting University: NoNon-Federal Employee (Domestic or International): Yes5Local2 (within 50 miles of Review): NoSAO: NoProcessing Time*: 1 to 4 weeksWill appear on bank statements as "Cash Deposit SI TREAS 303-Fed Travel"
Reimbursement Method: SAO defers to the Reviewer's program manager or financial administrator for further direction regarding travel funding and reimbursement procedures.Federal/Civil Servant Quasi-Federal, NRC1, Chandra Subcontracting University: YesNon-Federal Employee (Domestic or International): NoLocal2 (within 50 miles of Review): NoSAO: No
Reimbursement Method: SAO Miscellaneous Reimbursement (aka Petty Cash)Federal/Civil Servant Quasi-Federal, NRC1, Chandra Subcontracting University: NoNon-Federal Employee (Domestic or International): NoLocal2 (within 50 miles of Review): NoSAO: YesProcessing Time*: 2 to 4 weeksWill appear on bank and payroll statements as "Cash Deposit SI TREAS 303-Fed Travel"

*Chandra enacts a 3-day waiting period following the end of the review cycle to close travel vouchers for reimbursement. The goal is to give reviewers sufficient time to claim an unanticipated cost due to an exigency enroute home. Although SAO will try to initiate refunds on the earlier side of the "Processing Time" column proposed in the table, the processing of refunds is dependent upon leave and work schedules of staff external to Chandra.

Notes

  1. National Research Council of Canada. SAO will cost allowable GSA line items for out-of-pocket expense reimbursement of the reviewer and arrange for a purchase order to be issued to NRC upon NRC's request. NRC is to present a detailed invoice to SAO by the 2nd Friday in July of the respective Review year f/b/o the NRC reviewer for reimbursement. Invoice expenses and costs are in agreement with SAO's purchase order.
  2. Reimbursement to a reviewer whose institution is within 50 miles of the Review and does not have a Chandra subcontract, will be reimbursed via purchase order.
  3. Electing "Wire Transfer" for direct deposit to an international bank requires the international bank to accept U.S. dollars ; else, the reviewer is not eligible to select this option. It is the reviewer's responsibility to confirm USD acceptance with the bank before selecting this option. If yes, please edit the financial section of your SI Invitational Traveler Enrollment form, selecting Other: Wire Transfer. If this option is selected, another screen fillable form will be sent to you for completion and return within 3 days after its receipt. A Wire Transfer form not typed cannot be accepted. The error margin is too great to risk transfer into a wrong account and labor intensive for its extraction and replacement. Instructions to complete SI's forms are elsewhere in the RWS.
  4. In the event the Smithsonian cannot transfer funds successfully to a SWIFT/IBAN account through no fault of the reviewer and an alternate method of reimbursement is agreed upon, the banking fee that was pre-approved in the voucher will not be rescinded. The voucher may not be re-opened.
  5. If eligible for direct deposit reimbursement and reimbursement is equal to or greater than $100, then SAO will reimburse to the international reviewer a fixed fee for currency conversion. Reimbursements less than $100 will incur an additional, and unknown, handling fee, which SAO cannot reimburse as the reviewer's voucher is final before the actual cost is known.