Travel Reimbursement for Graduate Students

Students must apply for funding via the online application in InfoReady before traveling to receive funding from the Office of Research and Innovation. See your approved application for the total reimbursable funds from your department and the Office of Research and Innovation.

Important: If employed by IUP in any capacity (student worker, graduate assistant, teaching assistant, instructor, etc.), travel expenses must be reimbursed within 60 days from the last day of travel. A reimbursement issued more than 60 days after the end of the travel will be added to the traveler's compensation and reported on the traveler's W-2 as taxable income.

Please note: Students are not reimbursed for food expenses. Funding is provided only for conference registration, hotel, and travel expenses.

Travel expenses are paid up front by the student and reimbursed through regular university procedures. When making plans for travel, make sure that the most economical means of transportation is used.

Please read and follow the guidelines below for reimbursement. Failure to do so may result in the university's inability to provide reimbursement.

1. Save the receipts for all of the expenses incurred during travel, e.g., airfare, hotel, parking, tolls, etc.
   1. Hotel receipts must list the traveler's name and show it was paid by the traveler.
   2. Airfare receipts must show proof that the purchase was completed by the traveler. For example, a printed itinerary from Expedia does not display evidence of payment. In this case, a copy of the webpage from Expedia showing that airfare was charged to the traveler's credit card or credit card statement (in the traveler's name) showing that the expense to Expedia was paid will be required for reimbursement (please conceal full credit card numbers). 
   3. The conference registration receipt must display the traveler's name and show it was paid by the traveler.
   4. Students may use the approved rate for reimbursement of mileage when using their personal vehicles. The rate changes periodically, so students who want to claim mileage should see Current Reimbursement Rates.
2. Save the conference program that shows your name and presentation.
3. Complete and sign the Travel Expense Voucher the week after you return from your trip. See the Travel Voucher—for help completing it, see a Sample Travel Voucher.
   1. Attach all of your original receipts to the Travel Expense Voucher.
   2. Attach the conference program page (showing your presentation) to the Travel Expense Voucher.
   3. Email all documents to dminser@iup.edu. Please be sure to submit your Travel Expense Voucher in Excel format. Do not alter or delete the formulas built into this spreadsheet. 
4. Reimbursement may take up to eight weeks. You will receive your check directly from the IUP Travel Office via postal mail. It will be mailed to the address provided by you on the Travel Expense Voucher.

If you have questions, please contact Dana Minser, Office of Research and Innovation, at dminser@iup.edu.