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Cycle 25 Peer Review Guidelines

Reimbursement Procedures

Inside of your review folders, all non-ESA panelists will be given the STScI Travel Expense Report (TER). This TER form is to be completed after the meetings and submitted to Sherita Hanna along with the original receipts for all reimbursable expenses. The reimbursement from STScI will be made within 30 days of receipt of the completed TER form. A W-9 Form or W8-BEN Form (IRS Forms) MUST be signed, completed and forwarded with the TER.

Foreign Trip Reports (required for foreign travel):
The Institute's contracts require that, for foreign travel, STScI submit a "Trip Report" to Goddard upon a traveler's return. A Trip Report is a concise narrative of what was accomplished during travel. Trip Reports for foreign travel must be submitted within 10 calendar days of the date of return of the trip. A template will be emailed to the traveler.

Foreign Trip Reports are to be sent electronically to Contracts & Sponsored Programs (Contracts & Sponsored Programs/C&SP). Send reports to Lisa Kouroupis (, with a copy to Lynn Kozloski ( The subject line of the email must bear the Travel Authorization number for the trip. The Trip Report should include:

It is important that the Institute meet this contract deliverable, therefore, expense reimbursements for foreign trips will be held until Accounting has received approval of the Trip Report.

ESA nominees will be supplied expense forms through contact with Loretta Willers (email: These should be returned to her along with receipts for reimbursable items. She will check everything for any needed corrections and then calculate the travel settlement. Following the calculation of the settlement, Loretta will then initiate the reimbursement process through ESO.