Visiting Speaker Information

Preparing for Your Visit

Visiting Speaker Travel Survey

Submit information about your travel plans and needs here.

Travel Survey

Speaker Information Form

Submit information about your talk (e.g., title, abstract, images, and access permissions to slides/recordings) so we can advertise.

Speaker Information Form

For information about how to get here and what to do while you’re at Yale, please see our Visit page.

Visit

Reimbursement Information

All Speakers

Please submit the Visitor Reimbursement and Visitor Expense Summary forms (below), along with your receipts, to the administrative assistant who helped with your travel arrangements. 

Please also see the additional requirements, below, based on whether you are a U.S. Citizen/Permanent Resident or not.

Please keep in mind that reimbursements generally take three weeks from the date of submission.

Visitor Reimbursement Form Visitor Expense Summary Form

Additional Requirements

In addition to the Visitor Reimbursement and Expense Summary forms, you will also need to fill out a W-9 form.

In addition to filling out the relevant additional forms, listed below, please Include a copy of the photo page from your passport, as well as the I-94 from your passport.  You may take a photo or scan the document—your reimbursement cannot be processed without it. 

You are limited to reimbursements from a maximum of five institutions within the United States. 

Receipts to Include

  • If you have a paper ticket, please include your airline passenger ticket receipt (showing the cost of the flight).
  • If you have an e-ticket, please include your boarding passes, copy of your itinerary and something showing payment method (your itinerary will do if it shows the amount paid, or a credit card receipt).

  • Airport shuttle transportation receipt
  • Train receipts
  • Taxi receipts

  • If you drove and need reimbursement for mileage, please include a printout from MapQuest  or Google Maps showing mileage to New Haven.