Travel Reimbursement for Graduate Students

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

Important: If you are employed by IUP in any capacity (student worker, graduate assistant, teaching assistant, instructor, etc.), your travel expense must be reimbursed within 60 days from the last day of your 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 deliver your reimbursement paperwork to your department immediately upon your return.

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 you are making plans for travel, make sure that you use the most economical means of transportation.

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 you incurred on your trip, e.g., airfare, hotel, parking, tolls, etc.
   1. Your hotel receipt must have your name on it and show it was paid by you.
   2. Your airfare receipt must show proof that you purchased it. For example, a printed itinerary from Expedia does not show proof that you paid it. In this case, you would also need to have a copy of the webpage on Expedia showing that it was charged to your credit card or your credit card statement (in your name) showing that the expense to Expedia was paid. (You should black out your credit card number.)
   3. Your conference registration receipt must have your name on it and show it was paid by you.
   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 Voucher the week after you return from your trip. See the Travel Voucher and, for help in completing it, a Sample Travel Voucher.
   1. Attach all of your original receipts to the Travel Voucher.
   2. Attach the conference program page (showing your presentation) to the Travel Voucher.
   3. Take or mail the Travel Voucher and attached documents to your department's graduate secretary or graduate coordinator.
4. Plan on waiting up to eight weeks to receive your reimbursement. The Travel Voucher must be processed in the department office and then at the IUP Travel office. You will receive your check directly from the IUP Travel office. It will be mailed to the address that you put on the Travel Voucher.

If you have questions, please contact your graduate program coordinator, graduate department secretary, or the School of Graduate Studies and Research at grad-research@iup.edu .