Reimbursement Guide

Deadline

All reimbursements must be submitted no later than TWO weeks from the travel return date shown on the GSTF application. This rule applies to ALL applications submitted AFTER the July 31, 2009 deadline. Reimbursement requests received after the two week time frame will NOT be processed.

Documentation

Original receipts (no photocopies) detailing all expenses for which you are seeking reimbursement must be attached to the GSTF Reimbursement Request form.

Exit Interviews

Please note that exit interviews are no longer required. Once we have reviewed your application, you will receive an email with instructions about getting reimbursed.

Reimbursement Amounts

The GSTF will only reimburse amounts for which you have original itemized receipts. If your the total of your receipts falls below the awarded amount, we will not reimburse you the difference. Meal receipts MUST be itemized (showing a specific breakdown of what was purchased).

Example: A traveler who is awarded $250 but only incurs $190 in travel related costs, can only be reimbursed $190 even though he or she was awarded $250.

Reimbursement Method

Once a student receives an award and submits the GSTF Reimbursement form and original receipts, a reimbursement will be processed through Accounts Payable (Not the Travel Office). Reimbursement checks will be sent to the address shown on the GSTF Reimbursement form, which will be emailed to all students whose applications have been approved.

Non-Reimbursable Items

• The GSTF does NOT use per diem rates when reimbursing meals so you must provide original itemized receipts.
• The GSTF does NOT reimburse tips and gratuity expenses for meals.
• You cannot be reimbursed for the purchase of alcohol.
• Airline tickets, rail travel and hotel expenses charged to a credit card require a copy of your credit card statement as proof of billing for reimbursement. Airline reimbursements require a copy of your airline itinerary, credit card statement and boarding passes in order to receive reimbursement; rail travel also requires boarding passes.
• Always provide documentation showing proof of payment expenses paid by check or credit card. For purchases paid by check a copy of the cleared check from your financial institution is required. (If there is any private information on the credit card statement or check you do not wish to be seen feel free to white it out prior to copying - e.g.. balances, account numbers etc.)
• Please keep all expenses separate from other members attending the conference to avoid confusion.

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