Travel Reimbursement Policy - Graduate Students

Department of Computer Science
Effective November 2012

Effective immediately, the following policies will be followed by the Department for processing of travel reimbursements for graduate students. You are responsible for reading and following these policies. We recommend that you review these policies before making any travel arrangements as well as after you have returned. The University Treasurer's Office has tightened the rules regarding reimbursements, and if you do not comply, your reimbursement request will be returned.

Full policy and quick reference guide information is found here.

The Department's policy follows the University guidelines. You will be reimbursed based on the Department's policy. If you have any questions, contact either Melissa Lawson, Barbara Varga, or Michele Brown.

These policies cover both domestic and foreign travel. All graduate students are now required to register their foreign travel on the travel database

We recommend that you complete the travel paperwork as soon as possible after the end of the trip. In no event may this paperwork be submitted more than 30 days after the end of the trip. Travel reimbursements should be submitted to the staff member who supports the faculty member paying for the travel.

In addition to the Business Travel Expense (BTE) Form you must also attach an itemized list of all receipts. Original receipts are required. When travelling we recommend that you take an envelope or zip top bag to hold all receipts. Keep everything - it's easier to throw out something we don't need than get a missing receipt after your trip is over. Receipts are not required for items under $50, but you must still document the expense.

For foreign expenses, you may submit either a copy of your credit card statement along with the actual receipt showing the dollar conversion or do the conversion yourself using the OANDA converter OANDA conversion is done using the transaction date and the "typical credit card rate". The conversion page should be printed out, and the receipt attached to it. You can then list the US dollar amount on the BTE form.

When preparing the BTE form, like expenses can be bundled together. For example, on your itemized list you show 4 taxi rides totaling $50. On the BTE form list this as Taxis, $50.

Travel Expenses

  1. Prepaid
    1. Conference Registration can be prepaid on the department credit card. See Pam in Room 212. The receipt must still be submitted with your reimbursement, with the amount entered in the "Direct PU Payments" column. Charges for registration may also include purchasing proceedings and attending a banquet or dinner hosted by the conference. Charges may not include T-shirts or other promotional items or optional excursions offered by the conference.
    2. Coach-class Airline Tickets can be purchased through DeLuxe Travel and direct billed to the Department. When contacting DeLuxe, you will need a university account number to bill the ticket. A copy of the travel itinerary showing the amount paid must be submitted with your reimbursement, and cost of flight entered in the "Direct PU Payments" column. For foreign travel, attach a copy of the foreign travel checklist which will be completed by the staff member who processes your reimbursement.
  2. Traveler Paid
    1. Conference Registration. You can also pay the registration yourself. Charges for registration may also include purchasing proceedings and attending a banquet or dinner hosted by the conference. Charges may not include T-shirts or other promotional items or optional excursions offered by the conference.
    2. Airfare. You can also book your own coach-class airline tickets. You must comply with the Fly America Act, which requires that you travel on a US flag carrier. Some US and foreign airlines share flights. You may actually fly on a foreign airline plane, but your ticket must be through the US carrier. There are a few exceptions to the Fly America Act, primarily when a US carrier is not available. See the Fly America checklist which must be completed and submitted if you are not flying on a US carrier. For foreign travel, attach a copy of the foreign travel checklist which will be completed by the staff member who processes your reimbursement.
      Use your best judgment in booking flights. If you are attending a conference which starts on a Monday and the cost of airfare is significantly less if you fly on Saturday than Sunday, you may book that flight and incur the extra night hotel cost. Always book in advance to get the best fares.
      Always include a copy of your itinerary with your reimbursement. Boarding passes are no longer required.
      Baggage fees may also be submitted for reimbursement with a receipt. You will not be reimbursed for any upgrade costs, i.e., seat changes.
      If it is necessary for you to cancel or change a flight, you will be asked to provide justification for the change. Reimbursement for costs incurred with cancellations or changes will be reviewed on a case-by-case basis.
    3. Airfare - additional travel. Any out of the ordinary flight legs or stopovers must be pre-approved and a flight cost comparison must be provided. See Melissa Lawson, Barbara Varga, or Michele Brown for approval.
    4. Hotel. You may book a single room at the standard or conference rate. In some cases you may be asked to share a room. If you share a room and pay for your portion, ask for a receipt showing the amount that you paid. If you share a room and someone else pays the entire bill, ask them for a copy of the bill and indicate the name of the person who paid. Internet charges may be included on the bill; movies, pay-per-view and minibar charges must be deducted.
    5. Meals. Provide itemized receipts showing food ordered for all meals except those provided by the conference or meeting you are attending. Group meals must be $125 per person or less, including tip. Alcoholic beverages are not reimbursable and must be deducted from the receipt. Tipping is allowable.
      Per diem rates will now be aligned with the federal rates.
    6. Ground Transportation. Receipts should indicate departure and arrival points, date of travel, and amount. If you add a tip to the fare, note it on the receipt. In some cases it is possible to purchase a multi-use pass for subway or bus. This should show the amount paid, dates valid, and should be submitted along with the reimbursement.
    7. Travel using personal vehicle. Document your mileage using MapQuest, Google Maps, or similar. You will be reimbursed at the current established rates. Expenses for tolls and parking will be reimbursed by submitting receipts. If others travel with you, list names of all passengers.
    8. Rental Car. It is not normally necessary to rent a car. If it is necessary due to location of event, car rental should be pre-approved by Melissa Lawson, Barbara Varga, or Michele Brown. Due to insurance restrictions, a rental vehicle should be used for business travel only. Do not purchase the extra insurance on domestic rentals.

3. Travel Grants. Amounts paid directly to you should be entered as a line item on the reimbursement form and subtracted from your overall total reimbursement. Do not just randomly deduct the amount from another item. Attach a copy of the email stating amount and purpose of the grant. For travel grants not paid directly to you, i.e., SEAS, attach a copy of the email showing the amount to be paid from the travel account.

Any other travel policy questions should be directed to Melissa Lawson, Barbara Varga, or Michele Brown.