Skip to content

Travel

The lab covers conference travel, visa travel, and approved research visits. Reimbursements go through NYU AP.

Official docs

Lab travel policy (PhD students)

You can attend a conference if either:

  1. You have a paper there (international or domestic, no quota), or
  2. You use the annual quota: 1 major US/Canada conference per school year (NeurIPS, ICML, ICLR, etc.).

Also consider submitting current work as workshop papers at conferences you attend.

Before the trip

  • Consult the PI first. Approval in writing (email/Slack): purpose, dates, estimated cost. NYU AP requires it.
  • Read the NYU business expenses policy (linked above) for hotel spend limit and preferred airlines/hotels.
  • Book ~1 month ahead.
  • Use NYU Traveler (linked above) if it offers a good deal; not mandatory if you find better elsewhere.
  • Share hotels / Airbnbs to cut cost. Ask the PI for help finding a hotel buddy (they can ask their PI friends).

After the trip

Send a summary spreadsheet and receipts (with credit card statement, especially for foreign-currency transactions) to Hong Tam (hong.tam@nyu.edu), CC the PI for approval.

Timing

  • Submit within 90 days of return. Later submissions may be treated as taxable income or rejected (extended from 60 to 90 days as of Dec 2025).