Travel & Relocation
IMPORTANT NOTE (SAO & Harvard)
While the Center for Astrophysics (CfA) includes both the Harvard College Observatory (HCO) and the Smithsonian Astrophysical Observatory (SAO) the processes in this site are specifically for SAO personnel, unless otherwise noted. Harvard has distinct processes that should be followed for any individual with a Harvard-only affiliation.
Some information contained on this site, such as building maps, general information about the worksite area, etc. will be useful to all incoming personnel.
Relocation
Relocation (SAO) - Employees
Relocation reimbursement is not offered to SAO employees (including employee postdocs). If appropriate, the division may request a recruitment bonus, which may be used for relocation.
Relocation (SAO) - ECRs
Relocation expenses may* (see note below) be provided for SAO-supported interns, predoctoral fellows, postdoctoral fellows, visiting students, and visiting scientists. If provided, these will be in the form of reimbursements to cover actual movement-related charges, excluding certain items like storage fees and airfare for relatives. Relocation reimbursements requiring currency conversion must include conversion rate documentation. Coach class airfare and related travel to SAO are covered and not limited to U.S. based carriers. For short visits (3 months or less) roundtrip airfare can be covered, longer visits will be covered for one-way airfare, and may have roundtrip airfare reimbursed at the discretion of their supervisor / if funds are available. Mileage, tolls, and lodging (within the local/Boston metro area) are reimbursable with proper documentation and within relocation allowances. Interns and short-term visitors' relocation allowances are reviewed case by case. Travel insurance is not reimbursable.
* Relocation reimbursement is at the discretion of the supervisor, and subject to funding availability. Not all eligible personnel will be offered relocation reimbursement.
Travel
General Travel Information
CfA Travel Resources Page - requires @cfa account
Travel (SAO) - Employees & ECRs
Travel for business purposes (e.g., scientific conferences, research observations, invited talks) can be supported by SAO funding, subject to supervisor approval, fund availability, and internal review to ensure compliance with federal travel regulations. Administrative personnel in your division can assist with travel processing - it is strongly advised that you notify admins of your travel intentions as soon as you are able, to allow maximum processing time.
If you anticipate traveling close to your start date, it is especially important to inform your supervisor/advisor, as well as the relevant division administrative contact or the ECR coordinator. Travel arranging/reimbursement is a multi-step process that should be started as soon as possible.
If you are a foreign national / non-U.S. citizen, please be aware that foreign travel may require additional visas and supporting documentation.
Sponsored Travel (SAO)
Sponsored travel is travel where any funding support comes from a source other than SAO. This includes items booked on your behalf, such as hotels or flights. Sponsored travel for employees requires documentation to ensure compliance with federal policies, and additionally may require a review by the SI Office of the General Counsel (OGC) if the sponsoring organization is a for-profit entity (foreign or domestic) or a foreign governmental entity, which typically includes publicly funded universities.
ECRs such as postdoc fellows (not employee postdocs), interns, visiting scientists, and visiting students may accept sponsored travel without review by the SI OGC.