Graduate students may request reimbursement for the following professional costs, in order of priority: (1) travel to take courses at other institutions; (2) travel to present research results at conferences and other academic venues; (3) research expenses. Note that travel to attend conferences without making a presentation cannot be reimbursed.
Requests for travel reimbursements during the academic year should be submitted by email to the Dean by Oct. 31 each year. The requests should include an estimate of the expenses and the conference name and location. After reviewing all the requests for the academic year, the Dean will let each student know the amount of reimbursement available to them. Funds do not always suffice to reimburse expenses in full. In no case will reimbursement exceed $1000. Preference is given to students who have not previously been reimbursed. Requests received past the Oct. 31 deadline will be held until the end of the fiscal year and may be reimbursed in part, depending on the level of remaining funds.
After the travel is complete, reimbursement document forms (links below) should be completed and all receipts submitted to the GSAS office. The GSAS office processes reimbursements three times a year. The three deadlines for submission of reimbursement documentation are:
FOR SUMMER: September 15, 2014
FOR SEMESTER I: December 2, 2014
FOR SEMESTER II: April 17, 2014
For travel to take courses:
1. originals or copies of receipts for all expenses.
For conference presentations:
1. a copy of the program, or of the pages showing the name of the conference and its date, and your name and title of your paper;
2. originals or copies of receipts of all expenses.
We cannot reimburse any expense for which no receipt is presented. For major items (airfare, hotel, etc.) paid by credit card, IN ADDITION to the receipt students must also submit a copy of the statement of the monthly credit card bill on which the charge appears.
The IRS requires that reimbursements be counted as taxable income. Consequently, the College will withhold taxes from reimbursement made to non-Resident Aliens (i.e., student in F-1 or J-1 status). U.S. citizens and Resident Aliens are responsible for declaring reimbursements as income on their annual tax returns.