Travel reimbursement procedure (as of March 2020)
The math department has funding to send graduate students to academic meetings in their research areas.
According to the graduate director, preference is given to students who have already passed their written exams and are working with their advisor on a research problem.
How to apply:
- Email the Graduate Advisor (Susan Sath), the Department Chair (Aaron Lauda), or the Office Manager (Ligaya Lee) requesting a specific amount of funding with a note of how the meeting will support your academic goals and further your research.
- Ask your advisor to send a letter to the same group about how the conference will be useful for you.
- If approved, you will be given a dollar amount that you can use toward your trip.
What can be reimbursed:
- Funding can go toward conference registration, flights, hotels, food (but not alcohol), and ground transportation.
- Keep itemized receipts for all expenses, together with a receipt showing your method of payment.
- If you would like to rent a car, this requires special approval from the department.
- If you plan on driving your own car, you can not expense gas, but you can be reimbursed up to the Personal Vehicle Mileage Limit of $0.575/mile (as of 2020), or the cost of a flight, whichever is less. If you plan on driving, you need to get evidence of the price of an equivalent flight before you travel. You also need to include a map that includes the number of miles to/from your destination.
How to get reimbursed:
- Fill out a Travel Expense Report, attach receipts, and bring to the administrative assistant (Adriana Del Villar).
- It is important (i.e. for tax and accounting purposes) that you fill out your expense report as soon as possible—ideally the week you return from your trip.
Last Update: Dec 23, 2023
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