Doctoral Student Request for Research Travel Funds

Name ______Date of Request ______
Name of Program and Department______

Name of Event ______

Sponsoring Organization______

Location______

Dates of Attendance: From______to______

  • Attach an APA formatted citation of the presentation and correspondence from the conference host, stating acceptance of your proposal.
  • Attach itemization of all anticipated expenses for which you are requesting research travel funds. To insure that all funds are reimbursable, please see attached non-reimbursable expenses.

Amount Requested / $
I certify that the use of the research travel funds will be in accordance with University policy and that the amount of the SoE Doctoral Student request will not exceed $500
*See Instruction #3 / ______
Signature of Requester

Program Director:Approved ____Not Approved ____

Signature ______Date______

Department Chair: Approved ____Not Approved ____

Signature ______Date______

Budget Officer Reviewed: ______

Associate Dean:Approved ____ Not Approved ____

Signature ______Date______

Dr. Nihat Polat

After signatures:
Original to: Budget Officer

Copies to: Chair andRequester

Instructions for Requesting Research Travel Funds

  1. Approval in advance is required and the process requires the approval of the Program Director, the Chair, the Budget Officer, and Associate Dean for Graduate Studies and Research (ADGSR).
  1. The maximum amount is $500.00. Each department has a quote for available funds. These funds can be used only for presentations at a conference. For accepted paper presentations, a maximum of two students will be funded. For poster presentations, only one student will be funded.
  1. Since advance approval is required and the review and approval process takes two weeks, please plan accordingly regarding the timing of the request.
  1. After travel is complete, secure a Report of Business Expenses (RBE) form and or an Authorized Payment formby going onto our website and logging into Dori, then click on Index, Forms by Department, Procurement and Payment Services, Payment - to select the necessary form. Submit the completed form along with your original receipts.
  1. The RBEor Authorized Paymentform and receipts must be submitted to the Department Office for processing within 21 days from the completion of your travel.
  1. Keep a copy of all forms and all receipts for your records. Original receipts must be submitted with your Report of Business Expense(RBE)or Authorized Paymentform, including airline ticket receipts. If original receipts are not included, you will not receive your reimbursement for that item.
  1. Personal auto miles reimbursable rate can be found by going to the following link Mileage is calculated from Duquesne University to the destination, not from your home.
  1. Personal meals may be reimbursed at a per diem rate which can be found at the following link If you are taking the per diem, you do not need to submit receipts for meals. Otherwise, original itemized receipts for meals (not just the credit card receipts)will be reimbursed at cost as long as expenses are reasonable.
  1. Personal expenses such as alcoholic beverages, movies, exercise room charges, or personal grooming costs are not reimbursable. (see attached list)
  1. If the request is not approved, the Chair of the Department will communicate to the requester the explanation.

Send completed form to Beth Graves, Budget Officer, 414 Canevin Hall, Duquesne University, Pittsburgh, PA 15282

Approved 7/2006Revised 7/2012

Revised 9/2009Revised 1/2013

Revised 7/2011Revised 8/2017

SCHEDULE B

EXPENSES NOT REIMBURSABLE BY THE UNIVERSITY

The following list is presented only as a guide and is not intended to be a complete list of expenses which

are not reimbursable by the University:

Airline, car rental, and travel insurance in addition to the amount already provided free through

MasterCard and the University.

Portion of air travel, train travel, auto rental, mileage, hotel costs, or meals for personal use

(including costs incurred for changing travel arrangements for personal reasons).

Upgrades: air, hotel, or car rental.

Traffic fines, court costs, parking violations, and personal auto repairs.

Cost for establishing electronic passes or E-Z Pass accounts, including transponder deposits, for

personal vehicles.

No show charges on all reservations not properly canceled.

Annual premiums for personal property insurance or annual fees for personal credit cards

including liability insurance for lost cards.

Personal expenses such as movies, snacks, haircuts, reading material, toiletries, medicine, etc.

Theft, loss, or damage to non-business related personal property.

Contributions to public officials or candidates for public office.

Social club membership dues, airline club dues, and country club dues unless authorized by a vice

president.

Babysitter fees, kennel costs, pet or house-sitting fees.

Spouse travel expenses when the spouse’s presence is not required by the University.

Credit card delinquency fees or finance charges.

Saunas, massages or exercise facilities.

Passports fees