To obtain reimbursement for a Graduate College Master's or Dissertation Travel Grant, students must complete and submit a Travel Grant Reimbursement Form within one month of completing travel. That form requires specific financial documentation, as required by IRS guidelines. To ensure a smooth submission, students should gather and prepare the materials described in the steps below before beginning the reimbursement form. Once these materials are assembled, click the button at the bottom of the page to access the form.
Step 1: Locate your original award letter notifying you of the grant.
Step 2: Prepare your final report (one page)
- Describe specific activities undertaken during the travel grant period.
- Describe how the travel grant was beneficial to the project.
- Note any approved modifications to travel grant plans.
- If your travel grant plans changed while the project was underway, explain those changes.
- Note any additional funding that was used in conjunction with the travel grant. Specify source, dollar amount, and purpose.
Step 3: Update your budget worksheet
Use the worksheet submitted with your application (or the revised version approved by the Graduate College). In the far right-hand column, enter the actual amounts spent for each item in USD (converted using the exchange rate in effect on the purchase date).
Step 4: Prepare your receipts
- Gather and organize your receipts for all eligible expenses.
- On the reimbursement form, you will upload each receipt as either a PDF or image file (JPEG or PNG). Ensure that your scanned receipts are legible and clearly show each item’s date, amount of purchase, and description.
- If receipts are not in USD, convert them using the exchange rate on the purchase date (use an online tool such as Oanda or Fxtop).
Transportation Expenses (flights, train, bus, car rental, taxis, etc.)
Receipts are required and must include your name and travel date. Credit card statements are not accepted. Expenses without receipts cannot be reimbursed or reallocated. If you do not have receipts, those funds must be forfeited.
Meals
Receipts are not required, but you must report actual amounts spent on your budget worksheet. Per diem rates are not allowed.
Other Expenses
Receipts are preferred and help speed up processing. If unavailable, credit card statements may be accepted: highlight the relevant item and upload it as you would a receipt.
Step 5: Additional requirements for international students
If you are an international student, scan and assemble the following documents into a single pdf.
- Social Security Card (if you have one)
- Passport ID Page (or, if applicable, a copy of your submitted application for passport renewal)
- All U.S. Visas
- All U.S. Entry Stamps
- I-94 (electronic form)
- Electronic Foreign National Tax Information form
- All I-20s (if on F-1 Visa) or all DS-2019s (if on J-1 Visa)
Step 6: Submission and processing
Once you submit your completed Reimbursement Request Form, it will be routed to your department for review. If the department finds it complete and accurate, the department will submit it to the Graduate College Business Office. Once the Business Office approves the request, your reimbursement will be disbursed to the account you have provided for direct deposit (typically within a month).