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Graduate Student Travel Funding Information:

Who is eligible for travel funding?

• PhD students who are in their first five years of the program.

What kind of travel can be reimbursed?

• One trip per academic year (up to $500) for a conference that the student is presenting at:
  • The department must be provided with proof of the presentation

What steps need to be taken before and after travel?

• An must be filled out at least three weeks before the trip. This must be approved prior to departure.

R&A Instructions

• Click here for R&A instructions

  If you are funded:
    

    OR

  1. Go to my.binghamton.edu portal 
  2. Click “other” on right side of the light green bar
  3.  AP travel eforms
  4.  R&A form 

  If you are not funded:
   Please email Toni (troberts@binghamton.edu) for the appropriate form.

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  • Complete all Traveler Info as well as Trip Info.
    • For personal/vacation days you must have 2 quotes:
      • First quote for airfare of business-only trip (i.e.: leave on Monday, come back Thursday) Needs to be quoted the same day you purchase the work + personal airfare.
      • Second quote including personal travel (i.e.: leave on Monday, come back Sunday) 
  • Additional information 
    • You must explain how your classes will be covered.
  • Travel Info
    
    • If booking through Direct Travel select “yes” for “Air/train authorization number needed”
    • Your contact will be Toni Roberts, 607-777-2770.
  • Financial Info
    
    • Funding source: Please keep the drop down on NYS
    • Account number: write in XXX - this will be edited by the department before approval
    • Amount: Please estimate total cost of the trip
    • Justification for hotel expense over per diem: 
      
      • If you cannot find a hotel that does not exceed the maximum federal lodging per-diem rate (Conference site hotels are exempted) you will need to get 3 quotes from adjacent hotels, and select the most economical among them
      • Please check allowable rates here:
        
        
        
  • Approval Info
    
    • Traveler: (your email)
    • Approver #1: Toni (troberts@binghamton.edu)
    • Approver #2: Colleen (cburke@binghamton.edu)
    • Approver #3: Chair (amoore@binghamton.edu) 
    • Toggle “Yes” for requiring Harpur Dean’s approval

• Within 7 days of returning all documentation must be turned in to Toni Roberts. Please make sure that your travel paperwork is complete prior to submitting it and that you have each of the items listed below for each of the charges you wish to be reimbursed for. 
• Without the following documentation NYS will not cover the expense:
  
  • Full (itemized) receipts for anything the traveler would like reimbursement for
  • Bank statements showing the specific transactions as well as the traveler’s name/account number
  • Backup material from the conference (invites, schedules, programs or posters showing the traveler’s participation)
• It’s important that all documentation gets submitted in a timely manner. The travel reimbursements must be stamped as received in business affairs (and 100% accurate) within 30 days of traveler’s return.

Traveling as a group:

• This is not recommended as reimbursements can get complicated when traveling as a group and the traveler will often receive less than when traveling alone.

Questions?

Please contact Toni Roberts (troberts@binghamton.edu)