Humanitarian Relief Program Announced for Staff for Hurricane Sandy

The University announced that, within the spirit of the Princeton's commitment to its motto "in the nation’s service,” it is establishing a Humanitarian Relief Program for Hurricane Sandy effective immediately through June 30, 2013. The Program may grant regular and term employees a paid leave of up to five days while they participate in recognized relief efforts. The University recognizes that some staff members have unique skills and training that would be useful in the relief efforts underway in the tri-state area.

The program is effective November 19, 2012, through June 30, 2013.

Overview

In addition, the University will support these efforts by paying for reasonable ground transportation, accommodation, and a per diem for meals and incidental expenses incurred as a direct result of employees’ personal participation in recognized relief efforts. Reimbursement of approved expenses is based on the following criteria:

  1. The employee must have been granted by their supervisor a paid leave of absence for humanitarian efforts under this policy.
  2. Only the expenses detailed above that are incurred by the employee are eligible; expenses incurred by family members are not eligible.
  3. Only expenses that have not been otherwise reimbursed by the organization sponsoring the employee’s volunteer efforts or other supporting organizations, i.e., “out-of-pocket” expenses, can be considered for reimbursement by the University under this program.

Procedure to Request a Leave

Employees who wish to take a leave to participate in the relief efforts must submit verification that they are aiding in the relief efforts through a recognized organization, such as the Red Cross or police or fire/rescue departments. Verification should be an official letter from the organization specifying the dates the employees will be volunteering in the disaster area.

Leave Approval

Employees should submit their request for a leave to the supervisors for approval. Approvals will be subject to the current business needs of departments. Supervisors will make every effort to allow employees time off to volunteer in this capacity. Once the supervisor approves the leave request, it should be submitted to the Office of Human Resources.

Procedure for Reimbursement

To obtain reimbursement for expenses upon return from the approved leave of absence, employees must follow the established travel policies and procedures.

Requests for reimbursement must be submitted within 60 days of returning from travel. For questions about how to get reimbursed for travel, call the Financial Service Center at (609) 258-3080.

Definitions

Recognized relief effort: These are activities led or overseen by bona fide organizations, including but not limited to the American Red Cross, local police or fire and rescue departments, and Habitat for Humanity.

Tri-state area: New Jersey, New York, Pennsylvania

Related Information

Business Travel Expense Report

Reimbursement Policy

Travel and Entertainment Policy

Leave of Absence Form

Contact Information

Office of Human Resources, 8-3300, hr@princeton.edu

Office of Finance and Treasury, Financial Service Center, 8-3080, finance@princeton.edu

Individuals who have any questions about approving time off should contact their senior HR manager.