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. 

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, 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 $0.625 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.

• 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.