Travel Reimbursement for Conference and Workshop Visitors

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. Please see the Flight Comparison Aid for further instructions. 

Seating

• When purchasing airfare, you should purchase basic economy or economy seating.
  • If you have a medical need that requires accommodations beyond what is offered in economy, please contact us to get approval before proceeding with a flight purchase.

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, preferred boarding/seating, 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 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. 

If you choose to drive to the School of Mathematics: 

• We will reimburse $0.70 per mile (effective January 1, 2025) 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.

Mileage Job Aid

• 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.