Graduate Student Travel Funding Information:
Who is eligible for travel funding?
- PhD students who are in their first five years of the program.
What kind of travel can be reimbursed?
- One trip per academic year (up to $500) for a conference that the student is presenting
at:
- The department must be provided with proof of the presentation
What steps need to be taken before and after travel?
- A must be filled out at least three weeks before the trip. This must be approved prior to departure:
Smartsheet Instructions
- Click here for Smartsheet instructions
Please fill out all questions with as much detail as possible. Toni will use this information to submit an R&A.
- Traveler Information
- Traveler Emergency Contact Information
- Travel Information
- Select NO for credit card authorization
- Department contact email: troberts@binghamton.edu
- Department contact phone: 607-777-2770
- * MUST list Toni as department contact or she will not receive the form and the R&A will not be submitted
- Financial Information
- Leave account numbers blank
After you submit your Smartsheet travel request form Toni will submit the R&A, so it is important to keep an eye on your Workflows.
Smartsheets will send automated responses, please read these emails as they often provide vital information.
- Within 7 days of returning all documentation must be turned in to Toni Roberts. Please make sure that your travel paperwork is complete prior to submitting it and that you have each of the items listed below for each of the charges you wish to be reimbursed for.
- Without the following documentation NYS will not cover the expense:
- Full (itemized) receipts for anything the traveler would like reimbursement for
- Bank statements showing the specific transactions as well as the traveler鈥檚 name/account number
- Backup material from the conference (invites, schedules, programs or posters showing the traveler鈥檚 participation)
- It鈥檚 important that all documentation gets submitted in a timely manner. The travel reimbursements must be stamped as received in business affairs (and 100% accurate) within 30 days of traveler鈥檚 return.
Traveling as a group:
- This is not recommended as reimbursements can get complicated when traveling as a group and the traveler will often receive less than when traveling alone.
Questions?
Please contact Toni Roberts (troberts@binghamton.edu)