Travel Reimbursement for Conference and Workshop Visitors

Find guidance on what can be reimbursed and how to submit your expense form if you attend a conference or workshop at the School of Mathematics.

 

Reimbursement policies

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Reimbursement policies

Airfare

Airfare

Location
  • Airfare to and from the event should be from your home location and within the pre-established travel dates. 
  • If you would like to fly to or from a different location or extend your trip, please reach out to us in advance. If approved, you will need to provide a flight comparison taken at the time of booking. The University will reimburse the lesser amount between the two flights up to the maximum amount allowable. 
Seating
  • When purchasing airfare, you should purchase basic economy or economy seating. 
  • Premium economy is only allowed for flights that are 4+ hours. Business is only allowed for flights that are 8+ hours and with pre-approval.
Baggage and airline services
  • The University will pay for one piece of baggage within the airlines’ weight and size limits. 
  • Additional baggage may be allowable with proper justification and pre-approval.
  • Fees for additional services such as insurance and inflight entertainment are not reimbursable.
Airline carrier
  • All flights reimbursed must be operated by a domestic airline, per the Fly America Act.
  • There are very few exceptions. Please contact us before purchasing your ticket if you think you qualify for an exception. 

Ground transportation

Ground transportation

  • Ground transportation will only be reimbursed for travel to/from the airport.
  • The University will reimburse tips up to 20% of the total cost of the ride. Any amount over 20% will be deducted from the total cost of the reimbursement. 

Mileage

Mileage

If you choose to drive to the School of Mathematics: 

  • We will reimburse $0.625 per mile (effective July 1, 2022) and local parking costs up to the amount of the lowest cost airfare or the maximum stated in your invitation, whichever is lower.
  • Mileage can be shown by conducting an online map search and printing the results.  
  • Search for the lowest cost airfare at least two weeks before your travel dates and include it in your reimbursement request.
  • Receipts are required for parking reimbursement, which is included in your total travel allowance.

Lodging, meals, and incidentals

Lodging, meals, and incidentals

  • The housing coordinator will secure accommodations for your visit unless otherwise noted. 
  • In most cases, we will pay the hotel directly and automatically make these arrangements once you confirm your participation.
  • If offered, per diem (meals and incidentals) can be claimed up to the maximum amount indicated on the invitation email and does not require any documentation. 
  • Do not pay for another traveler’s expenses, such as meals or hotels.