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Student Travel

 


Student Travel Reimbursement Procedure

Students attending state or national conferences where they will: (1) give a presentation, (2) participate as an officer or national committee member, or (3) take part in a competition related to their program are eligible for reimbursement up to, but not exceeding $500.00 in approved expenses.

Procedure

  • Step 1 – Confirmation – Student must have a confirmed invitation to give a presentation, participate as a national officer or committee member, or take part in a competition related to your program.  Confirmation must be submitted with the Student Travel Expense Reimbursement Pre-Trip Authorization Form.
  • Step 2 – Submission – Complete the Student Travel Expense Reimbursement Pre-Trip Authorization Form.  Faculty sponsor or chairman must sign off on the form before it is submitted to the Dean’s Office for approval.  The SAP Vendor Request Form must also be completed.  Please complete the forms and return to the Assistant Dean for Student Affairs at least ten (10) business days prior to the trip.
  • Step 3 – Review – The Assistant Dean for Student Affairs will review the form and supporting documents.  Additional information may be required.  Student traveler and faculty representative will be notified of decision.  Please allow five (5) business days for notification.  Notification will be sent to the student traveler, program chair/director, and sponsoring faculty member.
  • Step 4 – Finalize Trip Reimbursement – Upon return from your travel, complete the Student Travel Expense Reimbursement Request Form including all required proof of paid expenses by the student traveler must be submitted within five (5) business days of completion of travel.
  • Step 5 – After all required documentation is received, please allow 7 to 21 business days for processing.   Reimbursement will be in the form of a paper check mailed directly to the student at the address printed on the form.

UAMS Reimbursement Requirements

Conference Receipts

  • Official conference flyer or announcement
  • Registration form
  • Receipt showing paid registration

Meal Receipts

  • Must have an overnight stay to receive meal reimbursement
  • No alcohol – UAMS does not reimburse alcohol charges – receipts must be itemized.
    • Maximum reimbursable tip amount: 15%. – You can leave more, but only 15% will be reimbursed.
  • Food per diem allowances vary by city/state.

Hotel Receipts

  • Final receipt/folio from hotel
  • UAMS will only pay for room/taxes. Incidentals such as in-house movies are the responsibility of the traveler to pay.

Airline Receipts

  • Receipts for any shuttles/taxis used in the destination city. Utilize free shuttles whenever possible
  • If a car was rented, see information about rental car requirements above.
  • Do not rent a car if all it will be used for is transportation to and from the airport to the event or to and from the hotel to the event.
  • Receipt for parking at the airport.

Rental Car Receipts

  • Rental car final receipt
    • Submit copy of receipt from rental car company
  • Refueling receipt

Effective Date

This procedure will take effect on January 18, 2017.

Approval

This procedure was approved by Dr. Douglas Murphy, Dean on January 18, 2017.