You must be a part-time or full-time student during the travel when the expenses are incurred. The maximum amount of reimbursement for the student travel grant is $450. All travel must be incurred, and you must submit itemized receipts for all travel expenses related to your award with your Student Travel Awards Disbursement Form and Travel Checklist by June 15. No travel or expenses will be reimbursed after this date. Eligible expenses will be reimbursed up to your awarded amount. Please review the following guidelines determine what expenses are eligible for reimbursement:
I. Meals
- An itemized meal receipt with purchase date and time, and detailing all food and beverage is required. Credit card receipts not accompanied by a detailed receipt are not reimbursable.
- Alcoholic beverages are not eligible. Please request a separate receipt for beverages containing alcohol. If this is not possible, make sure that you cross-out any beverages containing alcohol.
- Reimbursement is based on your meal receipts and not on State per diem rates. Student travel is not eligible for per diem rates.
- The amounts allowed per meal (breakfast and dinner only) is based on New York State guidelines and varies depending on the location. If your receipt(s) are over the amount, you will not receive full reimbursement.
- Group meals – please ask for separate receipts. If it is not possible for you to get an individual itemized receipt and you must submit a group meal receipt, make sure that that your individual portion of the charge is clearly identified.
- Each student will be reimbursed for his/her/their individual food and beverage items regardless of who paid the group bill. For example, if one student pays for a group meal shared by three others, each of the four students including the one who paid the bill, will be reimbursed only for the food and beverage items that he/she/they ordered. The other three students will be responsible for reimbursing the student who paid the group bill.
II. Lodging
- SUNY Brockport is exempt from New York State sales tax. Please use the attached Tax Exempt Certificate upon checking in to the venue where you will be staying. No tax will be reimbursed to you for any New York State lodging. If the venue employee checking you in has any questions, he/she/they may call Laura Merkl at (585) 395-2444.
- Each student will be reimbursed for his/her/their portion of the lodging expense only, regardless of who paid the bill. For example, if a student pays for a room that is shared by a total of four students at a total cost of $100, each student sharing the room (including the one who paid the full charge for the room) will be reimbursed $25. The other three students will be responsible for reimbursing the student who paid for the room. Likewise if a student is sharing a room with a non-student (i.e. friend, family member, etc.), the student will be reimbursed for his/her/their portion only.
III. Transportation
- Travel by air, bus, train or vehicle, the cost of your transportation to/from the conference or seminar and to/from your lodging location is an eligible expense. Transportation for travel to/from restaurants, for sightseeing, etc. are not eligible expenses. Please note that seat upgrades, preferred boarding, etc. are not reimbursable.
- If you drive your personal vehicle, you will be reimbursed mileage at the IRS mileage rate current at the time of travel. Mileage from your current place of residence or the campus to and from the hotel/conference venue, depending on which is the shortage distance, will be reimbursed. Added miles for a travel to a carpool area or to meetup with other conference attendees, that exceeds 30 miles needs pre-approval from the Scholarship, Research & Sponsored Programs Office. Students who drive their personal vehicle must indicate this on the Student Travel Post-Grant Summary as well as list the names of any other vehicle occupants on this form. If requesting reimbursement for mileage, the driver must complete a Statement of Automobile Travelform and attach Google Maps or MapQuest for verification of the number of miles. Both should accompany a Student Travel Awards Disbursement Form.
- Passengers cannot request mileage reimbursement but can request reimbursement for gas charges paid if he/she/they has a receipt AND the driver is not claiming mileage. Mileage and gas cannot both be paid for the same trip. If the driver and passengers are claiming gas, ensure the name of the driver and all passengers is listed on the Student Travel Post-Grant Summary.
- Parking is a reimbursable expense with receipt.
- Taxi and Uber, Lyft, etc. expenses are reimbursable only for transporting you to/from the hotel/motel that you are staying at or the conference or seminar that you are attending only. Local transportation charges for travel to/from restaurants, for sightseeing, etc. are not reimbursable. Receipts are required.
IV. Other
- Poster printing or other conference materials require an itemized receipt. Credit card receipts not accompanied by an itemized receipt are not reimbursable. No tax may be paid on these items purchased in New York State, please use the tax-exempt form for transaction(s).
For questions contact studenttravel@brockport.edu
Reminder: Reimbursement submission deadline is June 15, no exceptions.