Travel Reimbursement Instructions

An Overview As a graduate student at Emory, you are entitled to be reimbursed from several sources for travel expenses incurred to attend a scientific meeting. Please see below:

1. Individual Grants (see below for request and reimbursement procedures)
2. Your Mentor (amount varies) (see below for request and reimbursement procedures)
3. Your Program ($200 for presenting/up to $250 for recruiting) (see below for request and reimbursement procedures). Use it or lose it each year.
4. GDBBS ($100 for presenting/up to $250 for recruiting) (see below for request and reimbursement procedures). Use it or lose it each year.
5. GSC (amount changes from year to year) (see below for request and reimbursement procedures)

Procedures for Request

All requests for travel funding must be made PRIOR to travel.

1. See the finance person in the department your grant was submitted through for protocol on requesting money from your grant.
2. See your mentor to get the protocol for requesting money from him or her.
3. Complete appendix B and submit to the PBEE Program Administrator, Malia Escobar.
4. Complete appendix A (travel to present) or appendix C (travel for recruitment) and return to Margie Varnado for GDBBS request.
5. Read and complete appendix D for GSC request.

Procedures for Reimbursement

A. Keep original receipts of all expenses, plane tickets, meals, hotel, registration fees, etc. Enter these online at https://www.emory.edu/FINANCE (you will need to obtain account numbers for each funding source prior to entering online), print out travel sheet, and obtain signatures from all funding sources. All small receipts must be taped to an 8X11 piece of paper. Once you complete these steps your travel sheet along with your receipts and abstract will need to be turned into Accounts Payable for reimbursement. Each student is eligible to receive this money once per academic year (September through August).