As a reminder to our students, St. John’s supports student travel to conferences. The full policy appears in this document: SJC Student Travel Reimbursement Policy (1)
Details are also pasted in below. For English students, “Chairperson” refers to Dr. Sicari (firstname.lastname@example.org).
SJC Student Travel Reimbursement Policy:
*Eligible students will receive a maximum of $500.00 reimbursement of travel expenses incurred while presenting at an approved conference or seminar. Only 1 trip is eligible per academic year and all receipts plus proof of presentation must be submitted in a timely matter. Use of the current years manual Travel Request & Expense Reimbursement Form (T&E) is required as well as adherence to University travel reimbursement policies and procedures outlined below. Failure to follow procedure will cause a delay in reimbursement because forms will be sent back to the department.
Link to 2013 Travel Request and Expense Reimbursement Form:
1. ACCEPTED FOR PRESENTATION
*Student must have valid proof that he/she will be a part of the conference or seminar– students name must appear in the program and/or a letter confirming acceptance to present.
2. SUBMIT PRE-APPROVAL
*Student must fill out SECTION A of the T&E form
*Include: Name, X#, Address, Department, Phone number, Destination, Travel dates and Estimated Expenses
*Leave “Pre-Paid Expense” section blank.
*Student signs and dates next to “Traveler’s Signature”
*Form is then submitted with proof of presentation to the Chairperson for signature.
3. SEND SIGNED PRE-APPROVAL FORM TO THE ASSOCIATE DEAN
*Along with proof of presentation send to Dean Michael Wolfe in SJH rm. 145.
*Once signed the Associate Dean will return the forms to the department.
3a. UPON APPROVAL OF TRAVEL, STUDENT SHOULD BE REMINDED TO:
*Keep ALL ORIGINAL receipts, even if below $25 or total goes over $500.
*All receipts should be in the students’ name (e.g., bus, flight and hotel) as much as possible. Shared hotel invoices should be split at time of check-out.
*If traveling by car- A Google Map or MapQuest to and from destinations must be submitted. University policy does not allow for gas reimbursement because it is included in the mileage calculation.
5. AT COMPLETION OF TRAVEL
*Student completes SECTION B (2nd pg.)
*Itemize daily expenses. Receipts must match totals.
*Attach all receipts onto SECTION C (3rd pg.)
*Keep a copy of everything for your records.
*Student and Chairperson must sign the second page.
6. SUBMIT COMPLETED FORMS FOR PROCESSING
*Send to Martha D. Castellanos in SJH rm. 135
*Upon review it will be determined if all appropriate signatures, receipts and proof of presentation are included before forwarding to Business Affairs for processing.