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Travel Award Reimbursement Instructions for Departments

Upon notification of any Graduate School Travel Award, students are asked to complete an acceptance form and communicate with their department about their award. Departments are expected to prepare a Travel Approval Request and subsequent Travel Expense Statements. After the conference, departments disburse the Graduate School Travel Award to the student.  Departments can disburse the Award by reimbursing the student for expenses he/she incurs, or by paying for expenses up front with a department credit card. Once the Travel Award is disbursed to the student, the department’s Business Office may send a reimbursement request to the Graduate School, Office of Funding Opportunities, using the instructions outlined below:

Please direct all requests for Travel Award reimbursements to Robyn Kotzker at rkotzker@umd.edu.

Goldhaber Travel Awards

Goldhaber Awards are reimbursed to departments only after students have submitted their travel expenses and have been paid the amount of the Goldhaber award plus the other promised department funds. If a student is funded only by an external source (by the conference or another university, for example), the department still must pay the Goldhaber and when requesting reimbursement, include a note confirming that the external source has paid the promised share.  Please note:  Because the Goldhaber is a matching grant, under its guidelines the money promised by the department (or other source) must be paid in full first. If the student was awarded a $400 Goldhaber, then the documentation must show a disbursement to the student of at least $800.   

To request the Goldhaber reimbursement from the Graduate School, business officers should provide the Graduate School with copies of the students’ Travel Expense Statement and a copy of the KFS statement showing the student’s reimbursement.  If the department prepaid for all student expenses and did not reimburse the student for their expenses, please provide the Graduate School with Travel Approval Request and credit card statements.  Copies of travel receipts are not required.

International Conference Student Support Awards

The ICSSA pays the registration fee (up to $500) for international conferences.  If the actual registration fee is different than the amount stated in the award letter, then the ICSSA can be adjusted (up to $500).  The ICSSA is a reimbursement award.  Students must submit a receipt showing the cost of the registration fee, then the department will disburse the award to the student.  Once disbursed, departments can request an ICSSA reimbursement.

To request the ICSSA reimbursement from the Graduate School, business officers should provide the Graduate School with copies of the students’ Travel Expense Statement that includes an entry for the conference fee, and a copy of the KFS statement showing the student’s reimbursement.  If the department prepaid for registration fee and did not reimburse the student for it, please provide the Graduate School with Travel Approval Request and credit card statements.  Documentation must clearly show the amount of the conference fee. (A copy of a paid receipt of the conference fee may be required).

Southern Regional Education Board Travel Awards (SREB)

The SREB Travel Award provides support to students to attend the Southern Regional Education Board’s Institute on Teaching and Mentoring Conference.

To request the SREB Travel Award reimbursement from the Graduate School, business officers should provide the Graduate School with copies of the students’ Travel Expense Statement and a copy of the KFS statement showing the student’s reimbursement.  If the department prepaid for the student’s expenses and did not reimburse the student, please provide the Graduate School with Travel Approval Request and credit card statements.  Copies of travel receipts are not required.

 

 

 

 

 

The Graduate School must receive reimbursement requests in a timely manner. We ask department to send requests within four months after the student returns from the conference. Reimbursement requests should be sent to Robyn Kotzker at rkotzker@umd.edu (or to 2123 Lee Building).