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Travel Reimbursement Instructions


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Travel Reimbursement Instructions

  1. 1. Student Travel Reimbursement Instructions Mandatory Travel Policy – If EMORY is reimbursing you for scientific travel -Please visit to book the flights for your trip. These flights can be directly billed to an Emory University SmartKey number or your charge card. Note that Emory does not reimburse for car rental insurance. Please review Emory’s policies regarding travel prior to your trip so you will be familiar with the allowable expenses for reimbursement. Original receipts need to be submitted with all reimbursements within 10 days of your return. Before Travel Takes Place As a Neuroscience Graduate Student at Emory, you are entitled to be reimbursed for travel expenses from several sources once per academic year, if you are presenting a talk or first- author poster at a scientific meeting. You will however need to cover your expenses and submit for reimbursement upon your return. Funds provided- 1. The GDBBS (up to $100.00); Request at least 1 week prior to travel. Sample form below 2. The NS Program ($100.00); Official form below 3. The GSC (Graduate Student Council) up to $200; Go to:, for the proper instructions. 4. Your Mentor (amount varies, discuss with your mentor) 5. Grants (NS, NRSA, NSF, etc) If you receive grant funding, the grant should cover the trip expense, you would be ineligible to receive travel funding from the NS Graduate Program. Each source will reply to confirm their amount towards your trip. They will also send you the SmartKey number to which you should charge the agreed amounts. In order to request funding the NS, GDBBS and the GSC have forms that should be completed prior to travel. Keep original receipts of all expenses, airplane receipts and itinerary, boarding receipts, meals, hotel, registration fees, etc. No meal receipts are needed if you are claiming per diem; if not, then you will need to keep and submit all ITEMIZED original receipts, especially if reimbursement is through federal funds. . Upon Your Return If you have never taken the COMPASS tutorial or submitted an expense report, I suggest you visit - and take the tutorial to avoid confusion. If you have problems in completing the form, your lab manager or departmental assistant should be able to help. Tape all original receipts to an 8x11” sheet of paper (it helps to group by expense type – meal, hotel, etc). Gather all receipts/confirmations and your list of SmartKey numbers and go to:
  2. 2. 1) Log in using your OPUS ID and password 2) Go to  Employee Self Service 3)  Travel and Expense 4)  Create (under Expense Report column) 5) Enter your student ID#  ADD 6) Complete the appropriate information. You will need to add EACH RECEIPT by date on a single column (i.e.) not a total meal bill 7)  SUBMIT when complete 8) Use the PRINT BARCODE SHEET feature and print If you are receiving funding from the GDBBS and/or NS Program, and do not see Margie Varnado’s name as an approver on the workflow tab at the bottom of the page, please select the ADD sign next to the other approvers and insert mvarnad as the ID and add her as an approver. Take the completed form along with all original receipts to Margie Varnado in the GDBBS office for submission to Accounts Payable. You should provide copies as well to all other departments providing funding. If you are receiving funding from other sources and they would like to receive the original receipts then submitting a copy to Margie is fine (as a general rule, the source that provides the most in funding should receive the original receipts). In this case be sure to take Margie Varnado a copy of the print out sheet along with a copy of the receipts ONLY if you do not see her listed as an approver. MAKE SURE YOU KEEP A COPY FOR YOUR RECORDS. If you have any questions, contact the Program Office (404) 727-3707 for more details. Good luck, and enjoy your meeting!
  3. 3. GDBBS Intent to Travel Sample Letter (Your Name and Campus Address) (Date) Margie Varnado, Business Manager Graduate Division of Biological and Biomedical Sciences 314 Dental Building 1462 Clifton Rd. Atlanta, GA 30322 Dear Mrs. Varnado, Please accept this formal request for an allowance up to $100.00 for scientific travel expenses. I will be attending the (official name of meeting) in (city) on (dates), and I will present (a poster/talk) entitled (title), a copy of my abstract is attached. In addition to the GDBBS, I will receive funding from (NS, GSC, Advisor). Thank you for your assistance, Sincerely, (Signature) (your name) Graduate Student Neuroscience Program encl:
  4. 4. REQUEST FOR TRAVEL FUNDS Neuroscience Graduate Program PLEAE SUBMIT VIA E-MAIL UPON COMPLETION TO: Sonia Hayden, Program Coordinator - NAME: ADVISOR: DEPT: DEPT. ADDRESS: LAB TEL #: E-MAIL ADDRESS: ** Meeting Information ** NAME OF MEETING/CONFERENCE: DATE: LOCATION: TALK or POSTER (Underline one) TITLE: LIST OF AUTHORS: (you should be first) OTHER REQUESTS FOR FUNDING: (Underline) GSC: Yes/No GDBBS: Yes/No Advisor: Yes/No Other: Yes/No • Funding should be requested prior to travel. Advisor’s funds are usually requested when travel costs exceed funds granted from the GSC, GDBBS and NS Program. • If you are on the NS Program Grant, your travel expenses should be reimbursed from the grant, submit your receipts to Sonia Hayden for processing.