How do I get Reimbursement from Conferences?

Attending a conference without an active role will not be reimbursed. To be eligible for reimbursement, attendance must include a name, paper, or workshop that was presented with reasoning.

How do I justify my Business Travel?

Tips to justify a business trip should include the name of the paper/presentation/workshop. An agenda is needed for a meeting. Additionally, having a website/print of the conference is helpful. Simply stating the name of the conference is not sufficient to satisfy valid business purposes. 

What if my Flight/Hotel Exceeds Policy Budget?

In the case where your flight or hotel price is over the policy budget, you must provide a comparable flight and hotel options showing the standard rates at the time of booking. Save the comparisons as a PDF and submit it as proof when reconciling the trip.

How does the Fly America Act Affect my Flights?

The Fly America Act requires students, researchers, and staff whose flights are funded by the federal government must be booked by U.S. air carriers. To receive reimbursement for your travel, please ensure your booking complies with the regulations.

Exceptions to the Act:

• When using a U.S. carrier would extend the total travel time (including delays at the origin) by 24 hours or more

• When the transportation costs are fully reimbursed by a third party

• When U.S. carriers do not offer nonstop or direct service between the origin and destination
  • In this case, where U.S carrier services are available along the route, you must use U.S carrier services

In the event where you require an exception to the Fly America Act, you must provide explanations that indicate the appropriate exception directly on the Concur Expense Report.