ASI Student Research & Travel Reimbursement
ASI
Student
Research
&
Travel
Reimbursement
Document
and
form
submission
Office
of
Student
Research
osr@csusb.edu
CE
357
What
we
will
cover
1.
Guidelines
2.
Receipt
Itemizations
3.
Lodging/Hotel
Itemizations
4.
Transportation
5.
Airfare
6.
Conference
Registration
7.
Non-
allowable
Expenses
8.
Reimbursement
Timeline
Guidelines
➔
All
expense
receipts
should
be
submitted
within
five
business
days
following
your
travel
dates.
Reports
and
receipts
not
submitted
within
30
days
following
your
travel
will
not
be
reimbursed.
➔
Students
must
complete
the
Travel
Liability
Waiver.
➔
Please
ensure
that
you
have
gathered
all
of
the
following
information
prior
to
completing
this
form:
a)
Receipt
of
all
travel
expenses,
including
itemizations.
➔
Students
MUST
apply
for
funds
prior
to
travel.
➔
Applications
for
retroactive
reimbursement
will
not
be
accepted
.
Receipt
Itemization
➔
To
be
reimbursed
for
travel
expenses,
you
will
need
to
submit
a
valid
receipt
that
MUST
indicate
payment
was
received
and
includes:
❏
V
e
n
d
o
r
n
a
m
e
-
whom
services
were
obtained
from
❏
D
a
t
e
-
confirm
expenses
occurred
during
the
trip
❏
I
t
e
m
i
z
a
t
i
o
n
o
f
C
h
a
r
g
e
s
-
taxes,
fees,
payment,
etc
❏
P
r
o
o
f
o
f
p
a
y
m
e
n
t
-
indicate
charged
,
show
a
credit
,
or
marked
b
a
l
a
n
c
e
p
a
i
d
i
n
f
u
l
l
(
m
u
s
t
i
n
c
l
u
d
e
c
o
m
p
a
n
y
r
e
p
r
e
s
e
n
t
a
t
i
v
e
s
i
g
n
a
t
u
r
e
a
n
d
p
r
i
n
t
e
d
n
a
m
e
R
e
c
e
i
p
t
s
s
h
o
u
l
d
n
o
t
b
e
a
l
t
e
r
e
d
)
.
A
P
A
I
D
s
t
a
m
p
i
s
n
o
t
a
c
c
e
p
t
a
b
l
e
n
o
r
i
s
a
b
a
n
k
s
t
a
t
e
m
e
n
t
.
❏
M
i
l
e
a
g
e
-
map
showing
distance
traveled
to
and
from
conference
O
N
L
Y
;
g
a
s
r
e
c
e
i
p
t
s
a
r
e
n
o
t
a
c
c
e
p
t
a
b
l
e
.
I
f
t
r
a
v
e
l
i
n
g
w
i
t
h
p
e
r
s
o
n
a
l
c
a
r
,
p
l
e
a
s
e
p
r
o
v
i
d
e
l
i
c
e
n
s
e
p
l
a
t
e
n
u
m
b
e
r
,
a
n
d
i
n
s
u
r
a
n
c
e
.
❏
K
e
e
p
o
r
i
g
i
n
a
l
r
e
c
e
i
p
t
s
u
n
t
i
l
f
u
l
l
y
a
p
p
r
o
v
e
d
/
p
r
o
c
e
s
s
e
d
.
M
a
k
e
s
u
r
e
a
l
l
s
c
a
n
n
e
d
/
e
m
a
i
l
e
d
r
e
c
e
i
p
t
s
a
r
e
c
l
e
a
r
a
n
d
l
e
g
i
b
l
e
.
❏
P
l
e
a
s
e
N
o
t
e
:
Y
o
u
m
a
y
s
c
r
e
e
n
s
h
o
t
o
r
c
o
p
y
/
p
a
s
t
e
s
m
a
l
l
r
e
c
e
i
p
t
s
o
n
t
o
a
n
8
½
x
1
1
p
a
p
e
r
o
r
p
d
f
f
i
l
e
.
Lodging/Hotel
Itemization
➔
It
is
expected
that
students
share
their
hotel
room
with
fellow
presenters,
when
possible.
For
domestic
lodging
there
is
a
maximum
of
$275.00
per
night
(excluding
taxes).
➔
If
invoice
has
payee
listed
as
name
other
than
applicant,
please
submit
proof
of
payment
to
the
individual
listed
on
invoice
(include
date
of
transaction
and
vendor
used
to
perform
payment).
➔
Invoice
or
receipt
with
itemizations
❏
vendor
name
❏
logo
❏
arrival/departure
date
❏
itemization
of
ALL
charges
❏
proof
of
balance
paid
in
full
Transportation
Airfare
or mileage
(travel
by
car)
➔
Mileage
is
reimbursed
at
$0.54
per
mile
(car).
A
map
showing
mileage
traveled
must
be
attached
if
using
personal
car
for
travel
to
and
from
conference
destination.
Gas
is
considered
a
non-
allowable
expense,
please
DO
NOT
submit
gas
receipts
.
➔
Mileage
is
determined
from
the
campus
to
the
destination,
unless
student
lives
closer
to
the
destination.
Each
destination
should
be
listed
separately
by
name.
➔
If
the
student
is
unable
to
travel
using
the
least
expensive
option,
the
committee
must
pre-
approve
the
travel
arrangements
prior
to
the
trip.
Airfare
Itinerary
➔
If
requesting
airfare
reimbursement
please
provide
an
itinerary
of
ALL
flight
travel
throughout
your
trip.
➔
Must
include:
❏
Vendor
name
(ex:
American
Airlines,
Delta,
Alaska
Airlines,
etc.)
❏
Arrival
and
departure
locations/dates
(include
any
layovers
or
transfers)
❏
❏
Passenger
name
should
match
applicant
name
Proof
of
payment
➔
Please
note
travel
insurance
and
baggage
fees
are
non-
allowable
expenses
per
SRT
guidelines
and
will
not
be
reimbursed.
Conference
Registration
&
Printing
and
Copy
Services
➔
Students
attending
and
not
presenting
at
a
conference
will
be
funded
the
conference
registration
fees
ONLY
(does
not
include
membership
fees).
➔
Printing
and
Copy
Services
are
funded
at
$0.04
per
page.
Expenses
that
are
not
funded
include:
●
Food
●
Any
equipment
(laptops,
computers,
etc.)
●
Association
or
organizational
memberships,
software,
or
subscriptions
to
journals.
●
Internet
access,
movies,
room
service,
gym,
fees
for
flight
changes
or
upgrades
of
any
sort.
●
Single
room
occupancy
(It
is
expected
that
students
will
share
rooms
–
this
should
be
indicated
with
the
“hotel”
information.
If
mitigating
circumstances
for
single
occupancy
exist,
please
contact
the
OSR
for
prior
approval.
●
Accommodations
at
the
conference
hotel
(if
less
expensive
hotels
are
nearby)
●
Child
care
●
Mileage
to
and
from
the
airport
●
The
cost
of
gasoline
(This
is
already
included
in
the
per
mile
reimbursement)
●
The
cost
of
a
rental
car
●
Phone
cards
●
Passports/Visa
Fees
●
Transportation
within
destination
Reimbursement
Timeline
Step
1:
Documentation
Review
-
All
submitted
receipts
will
be
reviewed
to
ensure
that
they
are
within
the
allowable
expenses.
-
Receipts
will
be
checked
for
validity
and
proof
of
payment.
-
If
for
any
reason,
the
receipts
are
not
valid,
you
will
be
contacted
by
the
OSR
to
resubmit
them.
Step
2:
Concur
Travel
Expense
Processing
-
Once
all
documents
are
reviewed
and
approved,
a
Travel
Expense
will
be
entered
into
Concur
on
the
student’s
behalf.
Step
3:
Travel
Expenses
Review
&
Payment
Release
-
The
Travel
Office
will
be
notified
of
the
submitted
expense
and
they
will
begin
reviewing.
-
The
reimbursement
check
will
be
mailed
once
completed.
Please
note:
Processing
times
are
longer
than
usual
during
this
time.
Please
allow
at
least
6-
8
weeks
to
receive
your
reimbursement
once
you’ve
been
notified
that
the
expense
has
been
submitted.
If
this
is
your
first
time
submitting
a
grant
proposal,
you
are
encouraged
to
meet
with
a
C
oyote
R
esearch
A
mbassador.
Appointments
are
available
upon
request
Please
visit
our
website
www.csusb.edu/student-
research
or
fill
out
a
CRA
advising
request
using
the
link
→
CRA
Advising
Request
If
you
have
any
other
questions
or
would
like
further
assistance
with
your
application
before
submitting
please
contact
us
and
we’ll
be
happy
to
assist
you.
osr@csusb.edu
Phone
Number
(909)
537-
3728
Location
College
of
Education-
357
This document provides detailed instructions for students applying for research and travel reimbursement, covering guidelines, receipt itemization, lodging/hotel expenses, transportation, airfare, conference registration, and reimbursement timeline. It emphasizes the importance of applying for funds before travel, submitting all necessary documentation, and following specific requirements for receipts and expenses. Retroactive reimbursement is not accepted, and students are urged to comply with the provided guidelines to ensure a smooth reimbursement process.
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ASI Student Research & Travel Reimbursement Document and form submission Office of Student Research osr@csusb.edu CE 357
What we will cover 1. 2. 3. 4. 5. 6. 7. 8. Guidelines Receipt Itemizations Lodging/Hotel Itemizations Transportation Airfare Conference Registration Non-allowable Expenses Reimbursement Timeline
Students MUST apply for funds prior to travel. Guidelines Applications for retroactive reimbursement will not be accepted. Students must complete the Travel Liability Waiver. Please ensure that you have gathered all of the following information prior to completing this form: 1) Grant award letter identifying the award amount 2) Conference confirmation email or letter 3) Travel Dates 4) Travel information a) Receipt of all travel expenses, including itemizations. All expense receipts should be submitted within five business days following your travel dates. Reports and receipts not submitted within 30 days following your travel will not be reimbursed.
Receipt Itemization To be reimbursed for travel expenses, you will need to submit a valid receipt that MUST indicate payment was received and includes: Vendor name - whom services were obtained from Date - confirm expenses occurred during the trip Itemization of Charges - taxes, fees, payment, etc Proof of payment - indicate charged, show a credit, or marked balance paid in full (must include company representative signature and printed name Receipts should not be altered). A PAID stamp is not acceptable nor is a bank statement. Mileage - map showing distance traveled to and from conference ONLY; gas receipts are not acceptable. If traveling with personal car, please provide license plate number, and insurance. Keep original receipts until fully approved/processed. Make sure all scanned/emailed receipts are clear and legible. Please Note: You may screenshot or copy/paste small receipts onto an 8 x 11 paper or pdf file.
Lodging/Hotel Itemization It is expected that students share their hotel room with fellow presenters, when possible. For domestic lodging there is a maximum of $275.00 per night (excluding taxes). If invoice has payee listed as name other than applicant, please submit proof of payment to the individual listed on invoice (include date of transaction and vendor used to perform payment). Invoice or receipt with itemizations vendor name logo arrival/departure date itemization of ALL charges proof of balance paid in full
Mileage is reimbursed at $0.54 per mile (car). A map showing mileage traveled must be attached if using personal car for travel to and from conference destination. Gas is considered a non-allowable expense, please DO NOT submit gas receipts. Transportation Airfare or mileage (travel by car) Mileage is determined from the campus to the destination, unless student lives closer to the destination. Each destination should be listed separately by name. If the student is unable to travel using the least expensive option, the committee must pre-approve the travel arrangements prior to the trip.
Airfare Itinerary If requesting airfare reimbursement please provide an itinerary of ALL flight travel throughout your trip. Must include: Vendor name (ex: American Airlines, Delta, Alaska Airlines, etc.) Arrival and departure locations/dates (include any layovers or transfers) Passenger name should match applicant name Proof of payment Please note travel insurance and baggage fees are non-allowable expenses per SRT guidelines and will not be reimbursed.
Students attending and not presenting at a conference will be funded the conference registration fees ONLY (does not include membership fees). Conference Registration & Printing and Copy Services Printing and Copy Services are funded at $0.04 per page.
Expenses that are not funded include: Food Any equipment (laptops, computers, etc.) Association or organizational memberships, software, or subscriptions to journals. Internet access, movies, room service, gym, fees for flight changes or upgrades of any sort. Single room occupancy (It is expected that students will share rooms this should be indicated with the hotel information. If mitigating circumstances for single occupancy exist, please contact the OSR for prior approval. Accommodations at the conference hotel (if less expensive hotels are nearby) Child care Mileage to and from the airport The cost of gasoline (This is already included in the per mile reimbursement) The cost of a rental car Phone cards Passports/Visa Fees Transportation within destination
Reimbursement Timeline Step 1: Documentation Review - All submitted receipts will be reviewed to ensure that they are within the allowable expenses. Receipts will be checked for validity and proof of payment. If for any reason, the receipts are not valid, you will be contacted by the OSR to resubmit them. - - Step 2: Concur Travel Expense Processing - Once all documents are reviewed and approved, a Travel Expense will be entered into Concur on the student s behalf. Step 3: Travel Expenses Review & Payment Release - The Travel Office will be notified of the submitted expense and they will begin reviewing. The reimbursement check will be mailed once completed. - Please note: Processing times are longer than usual during this time. Please allow at least 6-8 weeks to receive your reimbursement once you ve been notified that the expense has been submitted.
If this is your first time submitting a grant proposal, you are encouraged to meet with a Coyote Research Ambassador. Appointments are available upon request Email osr@csusb.edu Please visit our website www.csusb.edu/student-research or fill out a CRA advising request using the link CRA Advising Request Phone Number (909) 537-3728 Location If you have any other questions or would like further assistance with your application before submitting please contact us and we ll be happy to assist you. College of Education-357
