Fellows of G-RISE I-BioSTeP are provided with up to $1,000 of travel funds to be used to pursue their interests within the scope of the program. Students may use this funding for lodging, conference fees/registrations, flights, etc. Below is more information on how to use these funds:
Guidelines For Travel:
- Prior to booking any travel that you wish to be covered by the G-RISE grant, students MUST obtain approval from Dr. Ajay Gopinathan that confirms the use of program funds for their travel.
- To obtain approval, please complete the travel request form and provide a brief description of the conference, including how your attendance will benefit students as part of the G-RISE I-BioSTeP program. Submit the form at least two months before your planned travel to allow sufficient time for approval and budgeting.
Travel Request Form: https://forms.gle/FuXRrt5zEuCYEHM39
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Upon receiving written approval from the program coordinator Korynn Maravilla, you are responsible for purchasing all essential travel items.
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After returning from your trip, please fill out the reimbursement form with trip details and attach relevant purchase documentation within 45 days. Notify Kmaravilla3@ucmerced.edu via email once this is completed, and she will manage the reimbursement process on your behalf.
Reimbursement Form: https://forms.gle/x5nyoveUZcbJbWzo6
- If students are interested in booking travel ahead of time, they are required to submit a CBS2 ticket, which can be accessed via the provided link. Additionally, you will need to obtain the COA (Chart of Accounts) string from Academic Coordinator , Korynn Maravilla via email (cc Dr. Gopinathan). If you require assistance with this procedure, you can schedule a meeting with Korynn for guidance and support.
Important Travel Reimbursment Information:
Please note all expenses may not be reimbursable. This is due to the travel, entertainment and general reimbursement policies. Your reimbursement request will move through various approval and audit stages. Once all requirements are satisfied, your reimbursement will be submitted for final review and payment. Please allow 4-6 weeks for processing.
Travelers understand that the total amount to be reimbursed will be dependent on actual allowable expenses.
- Airfare/Train: Travel packages (e.g. Travelocity, Orbitz) typically do not include itemized billing (airfare/lodging), therefore are not considered an allowable expense. If the traveler chooses to purchase a travel package, it is his/her responsibility to confirm that each aspect of the package will be separately itemized in order for the expense to be reimbursed. The following restrictions also apply:
- Flights must be booked with a US Flag Airline per the Fly America Act
- Any credits applied towards airfare will not be eligible for reimbursement.
- Air travel upgrades and fees (e.g., Business Select) are not eligible for reimbursement.
- Lodging: An itemized hotel receipt in the traveler’s name showing a zero balance is required. Travelers should ask for the contracted conference rate when making reservations. The lodging cap is a maximum of $275 per night before mandatory hotel fees. If traveler is unable to secure lodging at that rate in proximity to the conference/meeting, an explanation must be provided that includes print-outs of pricing comparisons at the time of booking. Rooms reserved and paid for by someone other than the traveler are not eligible for reimbursement.
- Parking/Other Ground Transportation: Valet parking is not eligible for reimbursement if self-parking is available. Travelers should select the
most cost effective means of ground transportation, whether shuttle, taxi, train, as needed to travel between business locations. Park/Sleep/Fly packages offered by hotels are not eligible for reimbursement.
- Mileage: Standard rate per mile for official conference travel by private automobile based on the actual driving distance by the most direct route. The current mileage is 58 cents per mile. Mileage is reimbursed in lieu of gas receipts; therefore, gas reimbursements in addition to mileage reimbursements are not allowed. Mileage reimbursements require traveler to submit their vehicle license plate number. Mileage reimbursement only applies if using a personal car. If you are using a rental car, you may be reimbursed for the rental car and gas receipts. More details on approriate rental car expenses (and all other expenses) can be found here.
- Meals: Only expenses for meals and incidentals (tips) not provided by the conference will be eligible for reimbursement, and cannot exceed $62 per day. Alcohol is not eligible for reimbursement. Meals for travel less than 24 hours without an overnight hotel stay are not eligible for reimbursement.
