This handbook describes the basic academic requirements and contains many tips and suggestions for new graduate students in the ORFE department.
Welcome to the Department of Operations Research and Financial Engineering. I wish you the best for your academic success over the next few years. At Princeton, you will be among the best, brightest and most creative talents of your generation. ORFE is a small and friendly department -- please do introduce yourself to fellow students and to faculty when you see them. We are very happy that you chose to join us, and we look forward to learning about your research and ideas in the coming years.
It is my great pleasure to welcome you to ORFE! ORFE combines Financial Mathematics, Machine Learning, Operations Research, Optimization, Probability and Statistics under one roof and it is my hope that you will thrive in this stimulating interdisciplinary environment. Please feel free to reach out for advice on academic matters as you progress through the various stages of graduate education.
In their first year, students sign up for the six core courses in optimization, probability and statistics, followed by a qualifying exam at the end of the summer, if required. In addition, at least two advanced courses and two semesters of directed research are completed under the direction of a faculty adviser in the student's area of interest by the end of the second year in preparation for the general examination (Generals). The general examination is taken in the spring of the second year of study. Usually, beyond the general examination, two to three years are needed for the completion of a suitable dissertation. Upon completion of thesis studies and acceptance of the dissertation by the department and the Graduate School, the candidate is admitted to the final public oral examination (FPO).
Core courses
ORF 522 Linear & Nonlinear Optimization
ORF 523 Convex and Conic Optimization
ORF 524 Statistical Theory and Methods
ORF 525 Statistical Foundations of Data Science
ORF 526 Probability Theory
ORF 527 Stochastic Calculus
Qualifying exams: Qualifying exams are held in September of the second year. Students can place out of the qualifying exams by receiving at least an A- grade in four of the core classes.
ORF 509 & 510: Before taking the general exams, Ph.D. students must complete two research projects under the supervision of an ORFE faculty member. Students are required to submit a written report on both projects. The results of ORF 510 are presented in the oral part of the general exam.
General exam (at the end of the second year)
All Ph.D. and M.S.E. candidates are also required to take EGR501 before the end of their second year. This is a half-semester course that will educate graduate students in engineering in the responsible conduct of research. The lectures provide theoretical background information as well as case studies about ethics in day-to-day research situations, publishing and peer-reviewing, student-adviser relationships, collaborative research, as well as in the big picture and considerations of long-term impact. The course is graded on a pass/fail basis.
Research dissertation and Final Public Oral Exam (FPO)
In addition, students take a number of additional classes. At least two of these classes at the 500 level (not including seminars) must be passed with at least a B+ requirement to pass the general exam. These two advanced courses can be chosen from the following list of relevant classes:
ORF 504 Financial Econometrics
ORF 505 Statistical Analysis of Financial Data
ORF 531 Computational Finance in C++
ORF 534 Quantitative Investment Management
ORF 535 Financial Risk Management
ORF 538 PDE Methods in Financial Mathematics
ORF 542 Stochastic Control and Stochastic Differential Games
ORF 543 Deep Learning Theory
ORF 550 Topics in Probability: Probability in High Dimension
ORF 554 Markov Processes
ORF 565 Empirical Process and Asymptotic Statistics
ORF 569 Special Topics in Statistics, Operations Research and Financial Engineering (e.g., Theory and Practice of Deep Learning, Probabilistic Theory of Network Games and Mean Field Interactions, Topics in Game Theory)
Courses of potential interest in other departments:
APC 503 Analytical Techniques in Differential Equations
COS 511 Theoretical Machine Learning
COS 521 Advanced Algorithm Design
COS 528 Data Structures and Graph Algorithms
COS 534 Fairness in Machine Learning
ECO 517 Econometric Theory I
ECO 518 Econometric Theory II
ECO 525 Financial Economics I
ECO 526 Financial Economics II
ELE 525 Random Processes in Information Systems
ELE 535 Machine Learning and Pattern Recognition
ELE 538B Information Sciences and Systems Large Scale Optimization for Data Science
MAE 546 Optimal Control and Estimation
MAT 522/APC 522 Introduction to PDE
MAT 527 Topics in Differential Equations: Global Solutions of Nonlinear Evolutions
MAT 572/APC 572 Introduction to Combinatorial Optimization
MAT 587 Topics in Ergodic Theory: Introduction to Ergodic Theory
WWS 509 Generalized Linear Statistical Models
PHY 521/MAT 597 Introduction to Mathematical Physics
APC 503 Analytical Techniques in Differential Equations
COS 511 Theoretical Machine Learning
COS 521 Advanced Algorithm Design
COS 528 Data Structures and Graph Algorithms
COS 534 Fairness in Machine Learning
ECO 517 Econometric Theory I
ECO 518 Econometric Theory II
ECO 525 Financial Economics I
ECO 526 Financial Economics II
ELE 525 Random Processes in Information Systems
ELE 535 Machine Learning and Pattern Recognition
ELE 538B Information Sciences and Systems Large Scale Optimization for Data Science
MAE 546 Optimal Control and Estimation
MAT 522/APC 522 Introduction to PDE
MAT 527 Topics in Differential Equations: Global Solutions of Nonlinear Evolutions
MAT 572/APC 572 Introduction to Combinatorial Optimization
MAT 587 Topics in Ergodic Theory: Introduction to Ergodic Theory
WWS 509 Generalized Linear Statistical Models
PHY 521/MAT 597 Introduction to Mathematical Physics
The core classes establish a solid foundation, establishing tools required for research in the disciplines covered by the department. The funding provided by the university for the first year provides freedom and time for students to acclimate to the new environment of graduate school, and to make a wise choice of research direction and adviser. Some may know early on the direction they wish to pursue, but for many, it is worth exploring a number of classes taught by a variety of professors before deciding.
The directed classes ORF 509 and 510 should be taken with a faculty adviser, with a grade received for both by the time of the general exams. Some take these classes in the spring of the first year and fall of the second year. Others take 509/510 in the fall and spring of the second year.
The department is small and there is plenty of opportunity to meet and talk with faculty about research interests. Please be pro-active in doing so as you discover your areas of interest. At various times, some faculty might simply be too busy to take on new students: do not take it personally if a faculty member is unable to take you on as an advisee, there are plenty of excellent research opportunities available to you. If a student works with a faculty adviser who is not a member of the ORFE department, there must also be a co-adviser who is an ORFE faculty member, and who is seriously involved in co-advising the student.
The requirements for the Ph.D. degree include passing the qualifying exam requirements, the general examination, submission of an acceptable dissertation, and passing the final oral examination (thesis defense).
Each student must satisfy qualifying requirements. Qualifying exams are offered in September of the student’s second year. A student who obtained a grade of A- or better in 4 of the 6 required classes will be exempt from the September qualifying exams. If this is not the case and the student obtained a grade of A- or better in 2 or more of the 6 required classes, the student will meet with the DGS to decide which exams may be taken in September to satisfy the requirements. The optimization exams are based on ORF 522 and ORF 523. The probability exams are based on ORF 526 and ORF 527. The statistics exams are based on ORF 524 and ORF 525.
The qualifying exams are oral, 90 minutes per course, and are administered by 2 ORFE faculty, who will provide the student with the exam questions a few hours before the exam.
The results of the qualifying exam(s) are determined by a vote of the faculty. If the student had a grade of A- or better in 3 of the required classes and passes 1 qualifying exam, or had a grade of A- or better in 2 of the required classes and passes 2 qualifying exams, the outcome of the qualifying examinations procedure is a "pass". If the student had a grade of A- or better in 3 of the required classes and fails the qualifying exam, or had a grade of A- or better in 2 of the required classes and passes only 1 of the 2 qualifying exams, the outcome of the qualifying examinations procedure is a "conditional pass". Otherwise the outcome of the qualifying examinations procedure is a "fail". In the last case, the student is usually given the MA degree and must terminate unless the faculty recommends otherwise.
Rules for pass/conditional pass/Masters (MA) degree
ORFE students take the general exam in April or May of their second year. By that time, the students have met the qualifying examination requirements, have taken and passed ORF 509, have taken or are currently enrolled in ORF 510, and have passed with a B+ or higher two advanced courses. The student must have shown adequate progress in research, and an acceptable level of understanding of their area of specialization.
The general exam consists of two parts, a written and an oral part, both covering the student’s primary area of specialization. The written part requires taking and passing, with a B+ or higher grade, two approved advanced courses at the graduate (500) level beyond the 4 core classes counted for the Qualifying Exam. These two courses must be approved by the student’s adviser and the DGS.
For each student, an examining committee is selected by the student and adviser. The committee will be approved by the Director of Graduate Studies. Normally, the committee members comprise the students adviser(s) and two additional ORFE faculty or affiliated faculty. The committee will administer the oral exam, evaluate the student’s performance in research and overall knowledge of his/her field, and make a recommendation to the department faculty. A departmental faculty vote determines the final outcome. The oral exam may be up to 3 hours in length.
Information on the oral exam: Before the exam, the student is required to submit a comprehensive written report on the research conducted in ORF 509-510. It is due one week before the exam takes place. The report serves as the basis for the student’s presentation. The purpose of the presentation is to explain the research the student has done so far and plans to do in the future. Examining faculty may ask questions on the presentation and on any other material deemed appropriate for a comprehensive examination.
The possible outcomes of the general exam are as follows:
A. Student passes the exam and is admitted to Ph.D. candidacy, B. Student fails the exam but is given the option to retake the exam at a future date, C. Student fails the exam and must withdraw from the Ph.D. program.
As mentioned earlier, the ORFE faculty will determine the outcome based on the recommendation of the examining committee. In case C, the student is usually given the MA degree and must terminate unless the faculty recommends otherwise.
Upon passing the general examination, the recommendation for readmission for the next academic year is made by the student’s thesis adviser and approved by the department faculty.
If the thesis adviser plans to recommend against the readmission of the student, an examination committee must be formed to determine the progress of the student’s work and the recommendation must be made by the committee and approved by the department faculty.
Optional If requested by either the student’s thesis adviser, or the student, or the Director of Graduate Studies, an examination committee shall be appointed by the department chair to examine the progress of the student. The committee would be composed of the student's adviser plus two other advisory faculty members. The student will present a seminar to this committee describing the proposed area of research, the background work completed in preparing for the research effort, the intended avenues of investigation, specific problems with the work the student feels are likely to cause the most difficulty, and the aspects of the work that will require the most guidance. The purpose of this interchange is to provide the student and the adviser some assistance in assuring that the research proceeds in a fruitful direction.
Usually completion of a suitable dissertation takes two to three years beyond the general examination. During those years the student is encouraged to select an area outside his/her specialty and to broaden his/her base of knowledge by enrolling in courses in that area. It is also expected that additional courses will be taken related to the student's specialty area. Upon completion and acceptance of the dissertation by the department, the candidate will be admitted to the final public oral (FPO) examination.
The readers and FPO examiners must be approved first by the ORFE department, and then by the Graduate School. The first reader is the principal adviser, and the second reader is an ORFE faculty member. An FPO examination committee and readers approval request must be submitted to the Department Chair’s office. Please submit at least two months before the anticipated FPO date to Connie Brown at connieb@princeton.edu. If any reader is not a Princeton ORFE professor, your request should include a written justification why an external reader is needed, and their current CV. The committee of examiners for the FPO must include no fewer than two current ORFE faculty members, and no fewer than three current Princeton faculty members. If a committee member is not an ORFE faculty member, your request must include written justification why an external committee member is needed, as well as their current CV.
When your committee and readers are approved by the department, you will be notified in writing. You will provide your department-approved list to the Graduate Program Administrator, who will then send it to the Graduate School for approval. Once approved by the Graduate School, you can send your thesis to your readers. After the readers send their completed reports to the Graduate Program Administrator, they will be sent to the Graduate School along with your additional application materials and requested FPO date and time for approval. This must be done at least two weeks prior to the requested FPO date.
The Master of Engineering (M.Eng.) is a coursework-based master’s degree offered, in 2021-2022, to ORFE graduates in the classes of ’20 and ‘21. Candidates for the M. Eng. degree are enrolled full time throughout the 10-month academic year. No research or thesis is required. Any class (or its graduate equivalent) counted towards the Princeton undergraduate degree cannot be counted for the M.Eng. degree.
Candidates for the M.Eng. degree must successfully complete at least eight approved courses. A minimum of six of these eight courses must be technical, having their primary listing in a department or a program within the natural sciences or engineering. A minimum of four of these six courses must be chosen from graduate offerings in the Department of Operations Research & Financial Engineering; options include any of the following six core courses for the Ph.D. degree:
ORF 522 Linear & Nonlinear Optimization
ORF 523 Convex and Conic Optimization
ORF 524 Statistical Theory and Methods
ORF 525 Statistical Foundations of Data Science
ORF 526 Probability Theory
ORF 527 Stochastic Calculus
As well as several graduate-level ORFE electives
ORF 504 Financial Econometrics
ORF 505 Statistical Analysis of Financial Data
ORF 515 Asset Pricing II: Stochastic Calculus and Advanced Derivatives
ORF 531 Computational Finance in C++
ORF 535 Financial Risk and Wealth Management
ORF 538 PDE Methods in Financial Mathematics
ORF 542 Stochastic Control and Stochastic Differential Games
ORF 543 Deep Learning Theory
ORF 545 High Frequency Markets
ORF 550 Topics in Probability: Probability in High Dimension
ORF 569 Special Topics in Statistics, Operations Research and Financial Engineering
ORF 570 Special Topics in Statistics, Operations Research and Financial Engineering
Students must have a "B" (3.0) average or better at the time they complete the program requirements in order to receive the degree.
Other approved classes include:
ORF 401 Electronic Commerce
ORF 407 Fundamentals of Queueing Theory
ORF 409 Introduction to Monte Carlo Simulation
ORF 418 Optimal Learning
ORF 435 Financial Risk and Wealth Management
ORF 455 Energy & Commodities Markets
ORF 473 Special Topics in Operations Research and Financial Engineering
ORF 474 Special Topics in Operations Research and Financial Engineering
Courses of potential interest in other departments:
APC 503 Analytical Techniques in Differential Equations
COS 402 Machine Learning and Artificial Intelligence
COS 423 Theory of Algorithms
COS 485 Neural Networks: Theory and Application
COS 511 Theoretical Machine Learning
COS 521 Advanced Algorithm Design
COS 528 Data Structures and Graph Algorithms
COS 534 Fairness in Machine Learning
ECO 418 Strategy and Information
ECO 462 Portfolio Theory and Asset Management
ECO 464 Corporate Restructuring
ECO 466 Fixed Income: Models and Applications
ECO 467 Institutional Finance
ECO 517 Econometric Theory I
ECO 518 Econometric Theory II
ECO 525 Financial Economics I
ECO 526 Financial Economics II
ELE 525 Random Processes in Information Systems
ELE 535 Machine Learning and Pattern Recognition
ELE 538B Information Sciences and Systems Large Scale Optimization for Data Science
MAE 546 Optimal Control and Estimation
MAT 522/APC 522 Introduction to PDE
MAT 527 Topics in Differential Equations: Global Solutions of Nonlinear Evolutions
MAT 572/APC 572 Introduction to Combinatorial Optimization
MAT 587 Topics in Ergodic Theory: Introduction to Ergodic Theory
MAT 589 Topics in Probability, Statistics and Dynamics: Modern Discrete Probability Theory
PHY 521/MAT 597 Introduction to Mathematical Physics
SPI 509 Generalized Linear Statistical Models
The program requires, as a minimum, 10 courses in two years with a master\'s thesis. In particular, ORF 509 and 510 must be taken (and can be included in the required 10 courses). The grade for ORF 510 will be counted as the master thesis grade after an oral examination of the thesis with the student’s adviser and another ORFE faculty or associated faculty member. The following is a sample study plan. Make alterations as you deem appropriate, subject to the approvals of your adviser and the Director of Graduate Studies depending on your background and interests.
Fall | Spring |
---|---|
ORF 505 | ORF 509 |
ORF 522 | ORF 523 |
ORF 526 | ORF 527 |
ORF 524 | ORF 504 |
Fall | Spring |
---|---|
ORF 505 | ORF 509 |
ORF 522 | ORF 504 |
ORF 526 | ORF 527 |
Elective | ORF 535 |
Fall | Spring |
---|---|
ORF 510 | ORF 545 |
Elective | Elective |
Fall | Spring |
---|---|
ORF 510 | ORF 525 |
Elective | Elective |
ORF 509/510 Requirements:
ORF 509 and ORF 510 are directed research. Under the direction of a faculty member, MSE students carry out research and write a report with the results presented in a final oral exam (510).
To establish the foundation for satisfactory academic progress, the Graduate School and academic departments expect the following from enrolled students, as evidence of their successful engagement with graduate work and for them to continue to receive their stipends and other benefits of enrollment:
Full-time Commitment. Graduate study at Princeton, at both the doctoral and master’s levels, requires full-time commitment to study and research on the part of students.
Presence: Students must be visibly present in the department and on campus, unless In Absentia or on an approved Leave of Absence. As importantly, students must be intellectually "present," that is, noticeably engaged in the normal work of their degree program---course-taking, paper-writing, research, teaching, seminar attendance.
Production: Students must be producing work of good quality, at the appropriate and expected stages of their degree program, and showing the products of their study and research to the faculty for evaluation.
Communication: Students must regularly communicate with and respond in a timely manner to communications from their department graduate program administrator, director of graduate studies, adviser(s), committee members, and other faculty members as appropriate. This is a reciprocal responsibility and graduate students should therefore expect regular and timely communication in order to maintain satisfactory academic progress.
Failure to perform according to these guidelines may result in, for example, deferred reenrollment or denial of reenrollment during the spring term review or termination at mid-year.
The Graduate School has become increasingly concerned about academic fraud. Please take time to read information on "General Requirements for the Acknowledgment of Sources in Academic Work" and "Definitions of Academic Violations under the Jurisdiction of the Faculty-Student Committee on Discipline" contained in "Rights, Rules and Responsibilities". Upon entering Princeton, you also received information concerning this important subject. This information is furnished to make you aware of your responsibilities regarding University requirements on acknowledgment of sources and academic fraud. The department joins with the Graduate School in taking a strict stance in this area.
Any changes (grading options, dropping or adding courses etc.) that you may need to make to your registered courses, should be discussed with your adviser or DGS prior to making changes. You may change your status in a course no later than two weeks prior to the last day of the regularly scheduled class of the semester. Core Course changes must be approved by DGS in writing.
Generally, courses taken on a P/F basis should be outside of the student's primary area of interest.
Normally, PhD candidates receive appointments as assistant in instruction (AI) beginning their second year. All students are required to attend AI training prior to term. Before an international student can be appointed as an AI, they need: to pass the English Language Program (ELP) test administered by the Graduate School, and to complete any required ELP courses.
The following employment policy is quoted from the Princeton University Graduate School:
The Graduate School considers employment beyond a maximum full-time assistantship of 20 hours per week incompatible with full-time graduate study.
The Graduate School reviews students' on-campus employment records. Accordingly, the Graduate School can and will disallow part-time employment, excluding all service awards, if that employment does not comply with federal immigration and employment regulations, and/or fellowship policies. The following policies will be applicable:
Under no circumstance can a U. S. student or permanent resident work more than 20 hours per week from all sources (AI, AR and/or hourly employment). Any work beyond a full AI and/or AR appointment may jeopardize the full-time student status of this and other graduate students (with serious tax implications), and will therefore be closely scrutinized.
Under no circumstances can an international student on a visa, with a full AI and/or AR appointment, work even one hour more through hourly employment or otherwise. This not only jeopardizes the full-time student status of this and other graduate students as noted above, but it also violates the terms of the visa status.
International students may not accept off-campus employment without authorization from either the Immigration and Naturalization Service or the J-1 program sponsor. International students should contact the International Graduate Student Adviser (Office of General Counsel), for further information on employment eligibility.
Historically, in addition to being employed as ARs and AIs by the Department, graduate students have intermittently been involved in employment elsewhere. It is the concern of the Department that, at times, this latter type of employment is neither manageable nor necessary and, in fact, is incompatible with full-time graduate study. Therefore, the Department feels it is important to ensure the awareness of the above employment policy. Included in this policy is consulting projects. All employment other than an AR or AI is subject to review by the Director of Graduate Studies.
Students must seek approval of part-time employment opportunities by filing a Request for approval from their adviser and the Departmental Director of Graduate Studies.
Written approval of adviser and DGS are required. Leave of Absence forms are available on the department website under the About Tab, Internal, & Forms.
All time away from campus (except weekends) must be approved in writing by your adviser and if an Assistant in Instruction, approval from the DGS and course instructor. An email requesting time away from campus with your leave and return date including reason for absence is appropriate. In the case of first year students that may not yet have an adviser, you must submit your request via email through Kim Lupinacci in the Graduate Office who will obtain approvals from the Director of Graduate Studies.
Graduate study is, understood to be a full-time commitment on the part of students. During an academic year, which includes the summer, graduate student degree candidates may take up to (but no more than) four weeks of vacation, including any days taken during regular University holidays and scheduled recesses (e.g., the fall- and spring- term breaks and inter-term break). The specific periods taken as vacation must not conflict with the student's academic responsibilities, coursework, research, or teaching, and should be discussed in advance with one's director of graduate studies, adviser, or dissertation committee.
If a student receives financial support for graduate study for only part of the year (e.g., regular term time, August 1 to May 31), then the amount of vacation should be prorated accordingly. If a student receives summer support and has taken the allowed vacation during regular term time, August 1 to May 31, then he or she should not take additional vacation time during the summer months of June and July.
If a student holds an external fellowship whose terms may conflict with this guideline, the student should consult first with the director of graduate studies or adviser.
PLEASE NOTE
All ORFE Graduate Students are required to be on campus during term time. Any time away from campus exceeding 3 business days MUST BE APPROVED in writing by your adviser or DGS for 1^st^ year students without an adviser. You are responsible for emailing a formal request to Kim Lupinacci in the student affairs office at least 2 weeks prior to leave. Kim will contact the DGS for approval and confirm with you the decision.
Please visit the registrar's website for the Princeton University Academic Calendar:
http://registrar.princeton.edu
Welcome to the department, we wish you success as you pursue your graduate degree
Where can I have copies made?
Copies related to courses can be made in room 107, see Kim for log in #.
Do you have a lost and found in Sherrerd Hall?
Yes, if you have lost or found an item please go to Sherrerd Hall, room 105.
Is there a Notary Public on campus?
You may find a Notary Public at Firestone Library, Credit Union and the Tiger Card Office located at A-level in New South.
Is there a place to have passport/visa photos taken?
Yes, please visit the tigercard office, A-level in New South [www.princeton.edu/tigercard/passport]. No Appt Necessary, \$5 fee.
What is the mailing address for Sherrerd Hall?]
How do I receive mail?
How do I send mail, is postage required?
How do I place a request for maintenance and service repairs?
Can I reserve a room for a meeting?
Can I set up my laptop to print in the mailroom?
Can you tell me when a Professor will be in?
Can I store my personal items in the building?
How do I sign up for ORF 511, Extramural Summer Project (CPT)?
Do I need to tell someone that I will not be on campus?
Does the department have a projector and pointer for my presentation?
Does the department order the book for me to use as a teaching assistant?
Does everyone have to attend AI orientation prior to teaching?
Will the department provide a letter for my parents/family to visit?
Where can I have a poster printed?
The Concur Travel and Expense System must be used to request student travel for both individuals and groups. All travel funded by university or sponsored research funds must be submitted through the Concur Travel and Expense System. All travel reimbursement requests for out of pocket expenses and non-travel reimbursement requests are also submitted through this system. <www.princeton.edu/concur>.
Concur will allow you to:
Graduate students are required to submit travel requests in Concur for all travel.
Important! Before submitting a travel request, you must complete all of the required steps and forms listed at http://travel.princeton.edu and the ORFE Pre-Authorization form. Once you receive the approval from the ORFE Grants Manager, you will be able to proceed with your travel arrangements and purchases.
In addition to entering the travel information in Concur, you must also update your profile to include a mobile phone number and e-mail address where you can be reached while traveling. You will then need to respond to a verification request from your phone and email account.
To log into Concur:
Setting up Approvers and Delegates:
Default Approver
Expense Delegate (This will allow an ORFE administrator to assist you if needed with preparation of travel and misc. expense reports for reimbursement -
Verify your email address
Please verify your @princeton email address along with any others you may use when arranging travel or submitting expenses. You can elect to have emails sent to one or multiple addresses, but verifying emails allows you and your expense delegate to upload documents to your account via email.
Entering a New Travel Request
You can open the travel request page by clicking the Requests from the menu across the top of the page. Next, click Create a Request > New Request. The request opens on the Request Header tab. You will need to complete all fields with a red bar at the beginning of the field on the Request Header tab, and add all travel segments on the Segments tab. Concur also has a mobile application. https://www.concur.com/en-us/mobile
Report Header:
Adding Expenses and Attachments to your Concur Report:
I. PREAPPROVAL for EXPENSES AND TRAVEL
a) All students must complete the travel/expense request for approval at least 3 weeks prior to booking the travel or making any purchases.
b) Travel/Expense must be signed by the Adviser/Supervisor and the ORFE Grants Manager before travel/Expense is booked or purchased.
a. Please send completed form with adviser’s approval to Liz Canfield, lc6684@princeton.edu.
b. Liz Canfield will review and send approval to book travel and/or expense.
c) If student does not receive pre-approval before booking the travel or making the purchase, they WILL NOT be reimbursed.
d) All foreign travel must be registered with and approved by the Graduate School prior to making travel arrangements. Instructions for this, as well as other steps to take before traveling can be found here: http://travel.princeton.edu/graduate-students/checklist
e) Make sure you follow instructions. All forms must be completed prior to booking the travel, if they are not completed you will not be reimbursed.
II. REQUESTING REIMBURSEMENT
a) All expenses and travel must be substantiated and submitted in Concur for approval within 30 days after the expense is incurred. Expenses that are not submitted in a timely manner may be reported to the IRS as taxable income. Contact Liz Canfield lc6684@princeton.edu with questions.
b) Receipts
* Itemized receipts are required for all expenditures and travel requests.
* If the itemized receipt is not included, that line item WILL NOT be reimbursed.
III. ARRANGING TRAVEL a) The preferred method of arranging travel is for you to add your personal credit card information to your Concur profile and use the Concur system for all arrangements. Or contact Princeton University’s travel management company, World Travel. https://travel.princeton.edu/suppliers/university-travel-agency If the conference you are attending has arranged for a “conference rate” on hotel rooms, you should follow the instructions provided by the conference to take advantage of the discounts. Conference rates are not available in Concur.
IV. TRAVEL
a) Air Travel
* Booking Airfare
* Reservations should be made at least 14 days in advance to ensure the most convenient and cost-effective fares.
* Travelers must purchase the lowest available economy class airfare that meets the needs of the business trip.
* Airline Requirements for Sponsored Projects:
* Under the Fly America Act (FAA), government regulations require the use of a U.S. air carrier when traveling outside the U.S.
* Open Skies Agreement provides that qualifying travelers, may travel on
airlines from the European Union, Australia, Switzerland and Japan as well as U.S. Flag Air Carriers.
* Changes, Cancelations, and Unused Tickets
* When travel plans must be changed due to unforeseen circumstances, the traveler is responsible for notifying Carlson Wagonlit Travel.
* Traveler will be responsible for cost of ticket, if not reimbursable, if the cancellation or change is a non-emergency.
* Unused tickets cannot be used for personal travel.
b) Lodging
* Reservations may be made online through Concur or by contacting Carlson Wagonlit Travel. When booking a hotel for a conference where there is a special conference rate, the reservation may be made directly with the hotel.
* the itemized hotel bill must be included with the expense report.
* Travelers are responsible for cancellations/no shows for non-emergency reasons.
* The class of hotel must be reasonable and appropriate for the business purpose and location. University travelers should stay in standard rooms only.
* Rate guidelines by location (includes taxes and fees):
* United States: – \$350 New York City, San Francisco
* \$300 Washington D.C., Boston
* \$250 All other U.S. locations
* International: – \$350 Delhi, Johannesburg, London, Mumbai, Nairobi, Pairs, Rome
– \$300 All other international locations
* Traveler will be responsible for any amount charged over the rate guidelines for that area.
c) Car Rental
* When to use
* Rental cars should be used when they are less expensive than alternative means of transportation (e.g., taxi, car service, or train) or where there are convenience or safety issues that justify the additional cost. – Explanation of rental must be included on the Travel/Expense Request.
* Reservations
* Should be made through Concur or by contacting Carlson Wagonlit Travel to ensure that travelers receive the negotiated rate, insurance and other benefits.
* Car Class
* Rental of up to a mid-sized car is an allowable expense.
* Motorcycle/moped rentals or vehicle upgrades are not allowable.
* Insurance
* While on domestic University business, decline Collision Damage Waiver (CDW) and personal liability insurance offered through the rental company, provided that the reservation is made through Concur Travel or by contacting Carlson Wagonlit Travel.
– If proof of insurance is needed, contact the Department of Risk Management at (609) 258-3046.
* When renting vehicles in a foreign country, collision auto liability insurance options must be accepted. Undergraduate students are prohibited from renting vehicles in international locations.
* Gasoline
* Employees are expected to refuel the rental car prior to returning to the rental agency and to decline the pre-paid fuel options. The cost of the fuel for the return is an allowable expense. All other fuel fill ups are the responsibility of the traveler.
* Incidental Expenses
* All business-related tolls and parking charges that are not part of a student’s regular commute are allowable expenses.
d) Taxis
* When to use
* Taxis should be used for in-city destinations whenever possible, unless a rental car or other means of transport is more cost effective or where there are convenience or safety issues that justify the additional cost.
* Tips
* It is customary to provide a tip for the taxi service of approximately 15%.
* Payment/Receipt
* Please make sure you receive a receipt of your payment, this must be included with your reimbursement request.
e) Limousine & Shuttle Service
* When to Use
* Limousine and shuttle services should be used when they are less expensive than alternative means of transportation or when there are convenience or safety issues that justify the additional cost. When traveling with others, it is often more economical to coordinate travel times and share a limousine or shuttle service.
* Reservations & Preferred Service Providers
* Use one of our preferred vendors when reserving limousine or shuttle service for travel in the Philadelphia to New York corridor. Make reservations online using Concur Travel or by contacting Carlson Wagonlit Travel.
* Tips
* Tips are included in the price we have negotiated with our preferred vendors for travel in the Philadelphia to New York corridor. Additional tipping is not an allowable expense. When using a non-contracted limousine or shuttle service for travel outside the Philadelphia to New York corridor, a tip of approximately 15% is an allowable expense.
f) Personal Automobile
* Acceptable Usage
* Use of personal auto for business purposes is allowed when it is less expensive than alternative means of transportation or when there are convenience or safety issues that justify the additional cost. Use of personal automobile for normal commute is not an allowable expense.
* Mileage Reimbursement
* If a personal automobile is used for business purposes, you will be reimbursed at the current IRS authorized mileage rate for miles incurred in excess of your normal commute. The personal mileage reimbursement covers all costs related to the operation of the vehicle, including service, maintenance, insurance, depreciation, and gas.
* Gasoline
* the prices of gas is factored into the mileage reimbursement rate and is therefore not an allowable expense when traveling by personal automobile.
* Tolls
* All tolls incurred while traveling for business are allowable expenses. This does not include tolls incurred for normal commute.
* Parking
* All Parking for business purposes are allowable expenses. Commute-related parking charges are not allowable expenses.
* Maintenance/Repairs/Fines
* Regular car maintenance, fines, penalties, towing, and repairing are not allowable expenses.
g) Train- Other Transportation
* Travel by rail is allowed when it is less expensive than alternative means of transportation or when there are convenience or safety issues that justify the additional cost.
* Business class is not allowable on funding from Sponsored Projects.
h) Individual Meals & Incidentals
* Purchase of alcohol will not be reimbursed.
* All meals require an itemized receipt. If there is not an itemized receipt attached, it will not be reimbursed.
* Expenses incurred in Princeton, NJ will not be reimbursed without written permission.
* Meals should not exceed the following rates:
* Breakfast Max: \$17.00
* Lunch Max: \$18.00
* Dinner Max: \$34.00
* Incidentals Max: \$5.00
* First and Last day of travel should not be greater than \$55.00
* Please note you cannot combine lunch and breakfast to higher your meal reimbursement. In addition, you will not be reimbursed for snacks unless you are substituting one snack for one meal.
* If meals exceed the rates above, the traveler will be responsible for the difference.
* You will not be reimbursed for any meals included with your conference fees.
V. REFERENCES
a. Graduate School Travel Policy
b. Princeton University Travel Policy
c. Concur Travel
d. Princeton University- Finance & Treasury; Phone: 609-285-3080; E-mail: finance@princeton.edu
KEEP THIS FOR REFERENCE IF YOU PLAN TO TRAVEL WHILE AT PRINCETON
TRAVEL-RELATED FUNDING STEP-BY-STEP GUIDE
Please follow these steps to ensure your travel is considered for all eligible funding. These steps must be followed at least THREE WEEKS prior to departure date.
Step One: Consult your adviser about the intended trip, obtain approval for travel using our Pre-Authorization Form (can pick up in Rm. 103) and request support as applicable. HINT: Your adviser’s approval and trip details will be required for all of the remaining steps so it is a good idea to have the Pre-Authorization form ready when applying for funding outside of the department.
Step Two: Apply for funding through the Graduate School by visiting the website here and completing the SAFE application required.
Step Three: Apply for funding through the School of Engineering by visiting the website here and completing the online form required.
Step Four: Apply for funding through the Department of Operations Research & Financial Engineering by emailing Kim Lupinacci here. Your email must contain your Pre-Authorization Form with adviser’s signature, list of all funding received to-date for the trip AND the amount being requested of the department in US Dollars.
Starting March 11, 2019, graduate students traveling to locations with elevated risk will be required to complete an additional review process that includes receiving a safety and security assessment for their itinerary from ISOS, the University’s provider of emergency and support services for international travelers (more on ISOS below) and signing a document acknowledging the risks associated with the travel they plan to undertake. You will be notified if your itinerary includes a location that is deemed to be higher risk.
We encourage you to take advantage of the many international travel resources available to graduate students at Princeton:
In closing, we hope that you take full advantage of the international travel resources available to you at Princeton. All the best for a productive semester!