Student Travel Arrangements

When you need to travel to a conference or event and are being supported a faculty member, you are normally expected to make arrangements yourself. All expenses should be paid for by you, preferably on a credit card. When you return from the trip, you are reimbursed for the travel-related expenses you incurred.

However, when you are not in a situation to put travel expenses on your personal charge card, or you are making travel plans very early, we can assist. The conference fees, airline fare, and/or hotel fees can be paid in advance through Cornell. We can also make a cash advance for expenses while on the road.

For assistance with travel arrangements, please:

Ask for help

Let me know you will be traveling and need assistance, well in advance of the event. This can be done by e-mail or stopping by my office. Please provide me with the URL of the conference, or a copy of whatever information you have.

Travel Request Form

You will then need to fill out a Student Travel request form (I have them) and get it signed by your faculty member. Bring it back to me.

Flights

If you will be flying, find exactly the arrangements you want. You can find flights, times, and cheap airfares at various web sites. (Please let me know your favorite site if it is not listed here). I will forward this information and a travel requisition to CU Travel.

Registration fees

Fill out the conference registration form and bring to me at least two weeks in advance of the conference, or as soon as possible.

Lodging

Many hotels will hold a room for you with a credit card number. No charges are placed on the card until you arrive. Other hotels will require a deposit, or prepayment. Let me know if we need to give them a deposit or prepay, and let me know where you will be staying.

Rental Cars

It is to your advantage to rent a car through CU Travel. This can be done at the same time we make your flight arrangements, or can be added later. The corporate insurance carried by Cornell covers you in case of accident or damage to the car.

Foreign Currencies

To avoid paying high currency conversion fees, carry and use a credit card. You can also exchange currency in advance at (?) bank downtown. Currency conversion fees are reimburseable.

While you are traveling:

• Keep all receipts!
  • Airline Ticket Receipt. The portion of the ticket marked "Passenger Receipt" portion of your airline ticket is what you will need to have for reimbursement.
    
    
  • Meal Receipts. Keep the receipt that shows what you ate as well as your credit card slip. Accounting will examine these carefully and deduct any charges related to alcoholic beverages.
    
    
  • Other Receipts. Also keep receipts for local transportation, currency conversion, parking fees, and any miscellaneous charges related to the business part of the trip.
    
    
• Foreign Currency, again. Sometimes the sponsoring agency will reimburse you on the spot for major expenses, such as airline fares. You will then have a large amount of cash. This can be wired to Cornell from a bank in the country where you are visiting; let me know in advance and I will get the information for you. Keep currency conversion receipts for this transaction!

Getting reimbursed, or paying up

When you return, I will give you a Travel Expense Voucher to be completed and submitted. You should have reimbursement within thirty days of submission of the voucher. Or you will have thirty days to pay any balance due to the University.

Sources of Support

• CS Department. See Liz or Ken in the Graduate Office about guidelines.
  
  
• The Graduate School
  
  
• Sponsoring Agencies. Check with your faculty member or the agency sponsoring the event.