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Kummer Institute Center for Resource Sustainability Reimbursements Guidelines

Kummer Institute Center for Resource Sustainability Travel Preapproval Form

S&T's Travel Authorization Form

Kummer Institute Center for Resource Sustainability Travel Reimbursement Form

Kummer Institute Center for Resource Sustainability One Card Purchase Form
  • Travel Approval Requirements
  • Purchase and Reimbursement Process
  • Submitting Reimbursements

Travel Approval Requirements

Travel requests should be submitted at least 60 days before travel whenever possible.

All travel must receive preapproval from Shelley through the Kummer Institute Center for Resource Sustainability Travel Preapproval Form before:

  • Submitting an abstract
  • Making any travel-related purchases
  • Initiating a travel request

For University of Utah students, the approved Travel Preapproval Form serves as the travel authorization and should be attached to reimbursement requests. If your travel expenses will be paid by Missouri S&T, you must also complete the university Travel Authorization form.

Important Guidelines

  1. Abstracts may not be submitted without prior approval.
  2. Conference travel is generally approved only when you are presenting, unless a strong justification for attendance is provided.

After Travel Preapproval and Abstract Acceptance

If Missouri S&T Is Funding Your Travel

Submit an official travel request through the Missouri S&T travel system.

If the University of Utah Is Funding Your Travel

Submit your travel request through Concur and obtain approval from the Utah Chemistry Department.

International Travel (Missouri S&T and University of Utah)

Once your official travel request has been approved, you will automatically receive an email with instructions to register your international travel. This registration must be completed at least 30 days prior to departure.

Purchase and Reimbursement Process

Receipts must be submitted within 14 days of returning from travel.

Airfare / Flights

Out-of-pocket expense reimbursed before travel

  • Only economy-class airfare is permitted.

Transportation (Airport & Local)

Out-of-pocket expenses reimbursed after travel

  • Missouri S&T: Travelers are expected to use a shuttle service or the S&T shuttle when available.
  • University of Utah: Use Uber or similar ride-share services.
  • Personal Vehicle: Mileage reimbursement and airport parking are allowable expenses.

Lodging

Typically paid out of pocket and reimbursed after travel

  • Lodging may be booked at the conference hotel rate but should not exceed the conference rate.

Per Diem (Meals)

Out-of-pocket expenses reimbursed after travel

  • Reduced per diem applies on travel days.
  • Federal per diem rates apply on all other days.
  • Per diem will be reduced for meals provided by the conference, hotel, or other event.

Examples:

  • No meal reimbursement will be provided for meals included as part of a conference registration.
  • No meal reimbursement will be provided for meals included with hotel accommodations.
  • Events such as Gordon Conferences, where meals are included, are not eligible for additional meal per diem.

Submitting Reimbursements

Missouri S&T

If using personal funds: Complete the Expense Reimbursement Form.

If using a University One Card: Complete the One Card Purchase Form.

University of Utah

Provide all receipts and supporting documentation directly to the Utah Chemistry Department for reimbursement processing.

Questions or Assistance

If you have any questions or concerns regarding travel or reimbursements please contact:

Dawn Davis
Office: 201 Interdisciplinary Engineering Building
Phone: 573-341-4435
Email: dawnd@mst.edu