After travel has been completed, students must submit the Travel Expense Report from the Office of the Controller, with appropriate documentation for expenses. Also, the program's director of graduate study must certify that the program has provided whatever support it could toward the graduate student's travel expenses. Some programs have independent funds to support such travel; students should check with the director of graduate study for more information.
Reimbursement will be issued upon receipt of the appropriate forms and documentation. Completed travel expenses forms should be submitted no later than 30 days after completion of travel; those submitted after 45 days will not be reimbursed. The Graduate School makes every effort to process reimbursement within 30 days, but it may take longer during the summer or busy times of the year.
Conference Travel Reimbursement Instructions
After the travel, graduate students should submit the following documentation to the Graduate School for approval and processing of the reimbursement. If the documents submitted do not correspond to the following guidelines, reimbursement requests will be returned for completion:
- Official documentation regarding presentation in the conference. This can be an official letter of invitation to present at the conference or a program from the conference with the student’s name and presentation title listed.
- A completed and signed Travel Expense Report. If expenses exceed $500 and the program is going to cover all or part of the difference, students should make sure that the amount and an account number to be charged is provided on “Part 5: Account Distribution,” on the Travel Expense Report.
- All original receipts must be attached to an 8½” X 11” sheet of blank paper. Reimbursements will not be made on per diem estimates. Make sure all receipts show proof of payment. Itineraries from the airline and credit card statements are not sufficient; be sure to print the payment receipt before exiting the airline website. Receipts obtained by fax are not accepted.
- Forward the whole packet to the Graduate School. Address the packet as Graduate School – Travel Reimbursement, Box 1867
