Current Student Resources

Expense Report for PhD Students

• Student Travel & Expense Report Guide

Conference Travel

• * 2 Grants maximum throughout academic career.
• ** 3 times maximum throughout academic career, but additional travel grants may be available depending on budgetary constraint

Purchasing and Reimbursements

• All university business-related purchases, whenever possible, should be made through the Department Accounting Specialist. Example purchases include:
  • Food orders for meetings and events
  • Software 
  • Research supplies
  • Seminar refreshments
• In cases where prepayment cannot be arranged through the department, students may submit an expense report for reimbursement.
• Reimbursement requests should be submitted within 30 days of purchase.
• Tax cannot be reimbursed on most purchases (except for meals and deliveries made from restaurants).
• One-time use tax exempt letters may be obtained from the Department Accounting Specialist prior to purchase for items that cannot be acquired through regular university purchasing channels. 
• The student's current research adviser must approve his/her online expense report after submission, regardless of which funding source is being used to reimburse the purchase.

Reimbursement Instructions

Recruitment Activities

• Check with the Department Accounting Specialist regarding reimbursement allowances.
• Recruitment Expense Report Instructions

Student Seminars

• Check with the Department Accounting Specialist regarding current reimbursement maximums.
• An attendee list must be included in the expense report documentation. 

Meeting Refreshments

• Check with the Department Accounting Specialist regarding current reimbursement maximums.
• A meeting attendee list must be included in the expense report documentation. 
• Such events should occur no more than once (or possibly twice) per month. Purchasing food with university funds for a regularly scheduled weekly meeting or for daily consumption is unallowable.