Policy Rule - Travel for Conferences - PDF & RAP

1. Eligibility for Reimbursement:
   - Students seeking reimbursement from the Professional Development Fund and Resource Access Project Fund for travel expenses related to conference attendance must adhere to the designated travel dates.
   - Eligible travel dates for the purpose of reimbursement are limited to one day prior to the commencement of the conference and one day following the conclusion of the conference.

2. Required Documentation:
   - Reimbursement requests must be accompanied by documentation verifying conference dates, such as a registration confirmation or official conference program.

3. Travel Outside Designated Dates:
   - Students preferring to travel outside of the aforementioned eligible dates must submit a cost comparison analysis.
   - The analysis must demonstrate that the total expenses incurred by traveling on alternative dates are less than or equal to what would have been spent on the required dates.
   - Acceptable forms of evidence for the cost comparison include dated and itemized price quotes or receipts from recognized travel service providers (Google flights comparison is preferred)

4. Approval Process:
   - The cost comparison and all required documentation must be submitted within the stipulated deadline.
   - Approval for reimbursement of travel on alternative dates is contingent upon the verification of the provided cost comparison analysis.

5. Non-compliance:
   - Failure to comply with this policy will result in the forfeiture of eligibility for reimbursement from the designated funds.

6. Food-Related Expenses

Food costs are covered up to $80 per day for the duration of the conference, however the application maximum still applies

7. Exceptions:
   - Exceptions to this policy may be considered on a case-by-case basis and must be approved by the appropriate fund administration authority.

Note: This policy is subject to change in accordance with GSO regulations and available funding. All travelers must ensure compliance with the latest version of the policy prior to making travel arrangements.