Travel Award Reimbursement Instructions for Departments

Upon notification of any Graduate School Travel Award, students are asked to complete an acceptance form and communicate with their department about their award. Departments are expected to prepare a Travel Approval Request and subsequent Travel Expense Statements. After the conference, departments disburse the Graduate School Travel Award to the student.  Departments can disburse the Award by reimbursing the student for expenses he/she incurs, or by paying for expenses up front with a department credit card. Once the Travel Award is disbursed to the student, the department’s Business Office may send a reimbursement request to the Graduate School using the instructions outlined below.  We ask department to send requests within six months after the student returns from the conference. 

Please submit requests by going to this REIMBURSEMENT REQUEST FORM.​

Goldhaber Travel Awards

Goldhaber Awards are reimbursed to departments only after students have submitted their travel expenses and have been paid the amount of the Goldhaber award plus the other promised department funds. If a student is funded only by an external source (by the conference or another university, for example), the department still must pay the Goldhaber and when requesting reimbursement, include a note confirming that the external source has paid the promised share.  Please note:  Because the Goldhaber is a matching grant, under its guidelines the money promised by the department (or other source) must be paid in full first. If the student was awarded a $400 Goldhaber, then the documentation must show a disbursement to the student of at least $800.   

To request the Goldhaber reimbursement from the Graduate School, business officers should provide the Graduate School with a copy of the student's Concur statements and a copy of the KFS account statement that shows that the disbursement to the student was processed.  If the department prepaid for any or all student expenses and did not reimburse the student for their expenses, please provide the Graduate School with credit card statements showing the expenses referencing the student name.  Student receipts are not required.

International Conference Student Support Awards

The ICSSA pays the registration fee (up to $500) for international conferences.  If the actual registration fee is different than the amount stated in the award letter, then the ICSSA can be adjusted (up to $500).  The ICSSA is a reimbursement award.  Students must submit a receipt showing the cost of the registration fee; then the department will disburse the award to the student.  Once disbursed, departments can request an ICSSA reimbursement.

To request the ICSSA reimbursement from the Graduate School, business officers should provide the Graduate School with a copy of the student’s Concur statement and a copy of the KFS account statement that shows that the disbursement to the student was processed.  If the department prepaid for any or all student expenses and did not reimburse the student for their expenses, please provide the Graduate School with credit card statements showing the conference fee referencing the student name.  Student receipts are not required.

Please direct questions to Robyn Kotzker at rkotzker@umd.edu.