Am I guaranteed to receive all of the funding I applied for?
- Due to a limited budget, applications are not guaranteed funding; full or partial funding is also a possibility.
- Reimbursements that are not compliant with Federal, State, SUNY, and Fredonia rules and regulations are not eligible for reimbursement.
- The total amount of funding for which you are approved is the maximum reimbursement amount you could receive.
- You will only receive reimbursement for the amount identified in your completed Travel Voucher Form and for which you have the appropriate original receipts.
What information will I need to include in the application?
- You will need to include details about the event (title, sponsoring organization, location)
- Completed Travel Authorization Form
- Itemized list of expected travel-related expenses
- Conference/Event registration fee
- Mileage (see the annual mileage rate for privately owned vehicles)
- Transportation (e.g., flight, train, public transportation)
- Lodging
- Other (e.g., tolls, parking)
- Expenses related to food will NOT be reimbursed
What do you mean by “travel related to research or creative activity” and “academic-related travel”?
- Academic-related events and events related to research or creativity can include attending professional conferences, trade shows, exhibitions, performances, seminars, workshops. Travel to attend these experiences qualifies.
Can I apply for funding if I’ve applied to present/perform at a conference/event but I haven’t heard if the proposal was accepted yet?
- Apply for funding either way. If your proposal to present/perform at the conference/event is not accepted, you can still attend as a participant or you can choose not to attend at all.
Can I apply for funding if I’m not presenting/performing at a conference/event—if I’m going to attend as a participant?
- Applications to attend academic-related events as a participant will be considered.
What travel-related expenses will be funded?
- The types of expenses that could be funded include
- Event registration fees
- Mileage (see the annual mileage rate for privately owned vehicles)
- Transportation (e.g., flight, train, public transportation)
- Lodging
- Other (e.g., tolls, parking)
- Expenses related to food will NOT be reimbursed
What do I need to know about travel funding for travel by plane or train?
- Only coach or economy fare is reimbursable.
- Pre-boarding fees and upgrades are not reimbursable.
If I’m awarded funds, will I get the funds related to my travel BEFORE or AFTER the conference/event?
- After you attend your event, you are required to submit a travel voucher and all itemized, original receipts must be submitted to Kim Miller, Retention & Academic Success, 809 Maytum Hall for reimbursement. Reimbursement can take up to two to three weeks after submitting the travel voucher and receipts.
- Reimbursement requests must be submitted within 30 days of returning from the trip or you will not be reimbursed. No exceptions.
What do I have to do to get reimbursed?
- Reimbursement requests must be submitted within 30 days of returning from the trip or you will not be reimbursed.
- Submit a completed Travel Voucher Form (New 11/2024)
- Submit the related itemized, original receipts
- If your reimbursement request includes mileage, complete and include the following form: Mileage Statement for Personal Automobile
- Send all paperwork to Kim Miller in the Office of Retention & Academic Success (809 Maytum Hall)
- Make sure receipts are in your name
- Provide proof of attendance at the conference, workshop, event
How long will it take to process the paperwork after I submit it for reimbursement?
- Reimbursement can take up to two to three weeks after successfully submitting the travel voucher and itemized, original receipts to Kim Miller in the Office of Retention & Academic Success (809 Maytum Hall)
What’s the best way to handle lodgings?
- Because SUNY Fredonia has tax-exempt status, be sure to give the hotel a copy of this document verifying the tax exempt status and this tax-exempt form when you arrive at the hotel so they do not include taxes in the total fees for the lodging.
- If the lodging is shared with another student, ask for the total amount for lodging to be split into separate receipts: one for each student.
- Pay for your portion of the lodging with your own credit card.
What if I’m sharing a room with another student?
- If the lodging is shared with another student, ask for the total amount for lodging to be split into separate receipts: one for each student.
- Pay for your portion of the lodging with your own credit card.
What if there is a group of us staying at an Airbnb?
- If the lodging is shared with another student, ask for the total amount for lodging to be split into separate receipts: one for each student.
- Pay for your portion of the lodging with your own credit card.
What if I’m driving my personal vehicle to the location?
- You can use your personal vehicle for travel. If you are driving students in addition to yourself, those students cannot apply to be reimbursed for mileage—only one student can apply for reimbursement related to mileage and tolls—the person who owns and is driving.
- Use the links below to determine mileage rates, and tolls
- Submit a completed Mileage Statement for Personal Automobile Use form (Rev 08/2017 Rev1)
TRAVELING WITH AN SA GROUP? What if I’m going with a group of students or a student association?
- FIRST - Make sure you apply for funding support through SA (combined funding is the best way to maximize your financial support)!
- All SA groups are eligible to request funds from Con & Con by submitting a request form to the Comptroller. Constituted clubs are eligible to request up to $1,500 per year. Non-constituted clubs are eligible for a maximum amount of funds each year based on their level of recognition. This funding can come from Allocations, Con & Con, or a combination of both sources, but the total cannot exceed the maximum amount they are eligible for.
- Here is a link to the Financial Policies & Procedures handbook on the SA website
- If the group is traveling in a students’ personal vehicle, that student should put the mileage and tolls on their application for funding.
- If students in the group are sharing lodging and splitting the expense, ask for the total amount of the expense to be split into separate original receipts for each student. Each receipt must have the name of the student paying that portion. Each student should then pay for their portion of the lodging with their own credit card.
- Each student should pay for their own registration fee and collect the receipt with their name on it for their registration.
Do you have other questions?
- Other questions about the process, the application, or reimbursement can be sent to OSCAR@fredonia.edu or call Kim Miller at (716) 673-3717.
