Travel Reimbursement Info for Graduate Students

The reimbursement amount for mileage for travel on or after January 1, 2020, is 57.5 cents per mile.

Accounting prefers that students no longer share expenses as this complicates the reimbursement process on their end and also requires extra documentation from all parties involved. To clarify, you may share a room, but each person pays their portion at the time of checkout.

Please complete the Meal Reimbursement Worksheet (xls) for reimbursement requests and email it to the front office as a PDF. The Meal and Mileage Form is only needed if requesting reimbursement for mileage and/or meals. Receipts are not required for meals and remember the tip must not be greater than 20%. International Travel is reimbursed at the same rate as US travel. The original receipts (excluding meal receipts) may be emailed as a PDF. Proof of payment for lodging and flight is needed if paid with a check, credit card, or another form of payment. Your flight itinerary will need to be included and flight miles are not reimbursed. Your lodging receipt must be itemized listing the daily charges and how payment was made.

Anytime there are students traveling on behalf of UA for business purposes, Risk Management needs to approve/assess the booking of Home Sharing and AirBnB prior to the reservation or stay. This is for the safety of the student as well as UA. UA will reimburse a student for lodging expenses at an AirBnB; however, it will require Risk Management’s approval. You may contact Robby Plumb at 348-7521 or email to get approval.

View the Accounts Payable Travel Policy.