Travel Reimbursement Process

1. Check with your supervisor to see what expenses they are able to cover. For example, airfare, accommodations, registration, transportation to/from airport, transportation within destination (taxis) and per diem food expenses.
2. Decide with supervisor on the arrangements and if you are going to apply for ICICS Funding or FOG's Graduate Student Travel Fund. Both grants need to be authorised by your supervisor and have specific requirements. See below for more details.
3. Gather your receipts. (original receipts only)
   1. If your electronic receipt does not show the final "Total Due" as zero or doesn't indicate that the transaction has been processed on your credit card you will need to include your credit card statement.
   2. If you are missing a receipt you will need to fill out a missing receipt form.
   3. If there are currency exchange involved please indicate the exchange rate. Refer to the UBC approved site to convert the funds, use the date of receipt ie. (1.31580 = 1.32 US). If you paid more than what the rates indicated and would like to be fully reimbursed please include your credit card statement. UBC Finance will honour the rate.
   4. If you need original receipts returned to you, please go to UBC Finance in the GSAB Building and ask to have the original receipts site-stamped. Then you can give the Imager Admin a copy of the original receipt.
4. When you are submitting receipts please include the following: - if you applied for a travel grant (see #2) - itemised list of the receipts (number them: #1, #2, ...) - student number - supervisor's speed chart - dates of travel (start and end) - purpose of trip (eg, "SIGGRAPH Conference", - per diem arrangements made with your supervisor (if any)
5. Travel Claims should be submitted within thirty (30) working days of your return. It usually takes Finance 2-3 weeks to process the reimbursement if you would like the reimbursement sooner please inform Imager Admin so we can have you pick up the cheque at General Services Administration Building.

For specific details of travel reimbursements please review http://www.universitycounsel.ubc.ca/policies/policy83.html.

1. ICICS - Graduate student support. ICICS will continue paying $700 toward travel expenses incurred by ICICS graduate students presenting a paper at a conference. This grant is available once per year per student. (April 1 - March 31) The funding is subject to change depending on ICICS members needs and availability of funds. After the trip is completed, forward supporting documentation to ICICS funds are reimbursed back to Faculty grant. http://www.icics.ubc.ca/about/support.html.
2. Graduate Studies - Graduate Student Travel Fund Graduate students are eligible for the Graduate Student Travel Fund only once per degree program. The Travel Fund provides one-time travel support to a maximum of $400 per graduate student who presents a paper or poster at an official conference or symposium (student workshops are ineligible) while they are enrolled full-time in a graduate degree program.

For more information please go to the Graduate Studies Site. http://www.grad.ubc.ca/awards/index.asp?menu=008,001,000,000.

Copies of the Graduate Student Travel Fund Applications are posted on the bulletin board in the Imager Large lab.

Please see the Imager Admin in X635 if you have questions about travel reimbursement.