Main Content

Reimbursements Guidelines

Travel Authorization Form

One Card Purchase Form

Travel Reimbursement Form

Travel Guidelines

Approval Required: requests should be submitted at least 60 days prior to travel

All travel must be approved by Shelley via Google Chat or Email before submitting abstracts, making purchases, or initiating travel requests.

  • You are not permitted to submit an abstract for a conference without prior approval.
  • Conferences will generally only be approved if you are presenting, unless a strong justification is provided

After Shelley Approves (via google chat or email) and Abstract is Accepted

If Missouri S&T is funding your travel:
Click Here to submit an official travel request.

If the University of Utah is funding your travel:

Submit your travel request through Concur (approved by Jil).

*If international travel (S&T and Utah): Once your official travel request is approved, you will automatically receive an email to register your international trip. This registration must be completed at least 30 days prior to departure.

Purchase and Reimbursement Process: Receipts must be submitted within 14 days of your return

Airfare / Flights
• Only economy class flights are permitted
• KICRS or Jil can assist with booking using a university card to avoid out-of-pocket expenses

Transportation (Airport & Local)
Out-of-pocket expenses and reimbursed after travel
• S&T: Travelers are expected to use a shuttle service or the S&T shuttle when available
• Utah: Use Uber or similar services
• Personal Vehicle: Mileage reimbursement and airport parking are allowed

Lodging
Typically paid out of pocket and reimbursed after travel
• You may book at the conference hotel rate but must not exceed that rate

Per Diem (Meals)
Out-of-pocket expenses and reimbursed after travel
• Reduced per diem applies to travel days
• Federal per diem applies to all other days
• Per diem will be reduced for any meals provided by the conference or hotel
Example: No per diem for meals included at events such as Gordon Conferences or the hotel

Missouri S&T:
if using personal funds
Click Here to complete the expense reimbursement form

if using the university one card
Click Here to complete the one card purchase form

University of Utah:

Provide receipts directly to Jil