Request for Itineraries
Welcome (or welcome back) to Yale! We are thrilled that you are joining us this term to lead an Advanced Design Studio.
The travel office is looking forward to working with Advanced Studio Faculty to make travel arrangements for the students during travel week, which will begin on Saturday, September 27, 2025, and conclude on Saturday, October 4, 2025. Planning travel for seven separate and unique groups during a compressed time frame can be challenging under the best of circumstances but is especially difficult now in a post-covid world with marked increase in travel interest and costs. Given these challenges, it makes good sense to begin to reserve as many of the elements of your trip well in advance. In order to proceed with this planning, we are asking you to provide us information relating to your proposed itinerary.
Once your travel destination is approved by Dean Berke, please provide the following on or before August 1, 2025:
● A full itinerary including destination(s), proposed departure and return dates, and the number of days at each location.
● Suggested flights for the group and confirmation about whether each of the faculty members will travel on the same flights as the student group or meet them at the destination.
● Your suggestions for student accommodations. Our goal is that the students stay in places that are clean, safe, and convenient to your worksite. We generally budget about $50/night/student for student lodging.
● Your preference for ground transportation for the group at the destination (rental cars, hired vans with driver, ubers, metro, etc.)
Important Components of Planning for Travel Week:
Timing of flights: Unless you have prior approval from Dean Berke, the earliest that students may depart from New Haven is Saturday, September 27th and all students must return to a New York-area airport by 11:00 pm, Saturday, October 4th, 2025.
Booking your flights: Regarding your own air transportation, if you would like to fly from New York along with the students and would like us to purchase airline tickets for you, we will be happy to do so, but please understand that these tickets will be non-refundable and non-upgradeable coach tickets. On the other hand, if you prefer to fly from another city and/or to book your own airfare, you may do so, in which case YSOA will reimburse you up to the cost of an individual student’s airfare. If you would like us to purchase your airline tickets on the same flights as the students, just let us know and provide us with a scanned copy of the information page of your passport and your cell phone number. You will also be reimbursed for the cost of getting to and from the airport, provided you submit receipts.
Your Accommodations: Since different faculty members have different standards of acceptability regarding accommodations, we do not book accommodations for studio faculty members. Instead, the School establishes a maximum daily reimbursable room rate for each location visited and upon receipt of original hotel room bills, studio faculty members will be reimbursed up to the actual cost of the rooms or the daily reimbursable cap rate, whichever is lower. This cap is inclusive of taxes and other fees. We can inform you about the specific cap for your destination when you share the daily itinerary with us. Unfortunately, please be aware that we will be unable to reimburse you for any food while you travel or for extras to your room, such as mini-bar, wi-fi, etc.
Reimbursement: To secure reimbursement of your airfare, hotel expenses, ground transportation (along with any other appropriate expenses you may incur), please save original receipts and airline confirmation of your e-ticket for submission to the School’s Business Office upon your return. It is University policy that all requests for reimbursement be submitted no later than 90 days after the date of expense so please be aware that if you submit a reimbursement request after this period, it may not be paid. Specific details about receipt submission requirements will be communicated to you by the business office.
Again, so that we can plan your Travel Week program efficiently, please provide the requested information no later than August 1 (although earlier would be much appreciated.)
Financial Policy:
The document has been designed to provide a quick reference to several key policies, including those related to travel, purchasing, Pcard use, and gifts. For more information please contact the Business Office at archbusiness@yale.edu.
