Reimbursement Guide

• Original receipts (no photocopies) detailing all expenses for which you are seeking reimbursement must be provided on the day of your scheduled exit interview.
• Upon your return from the conference, contact the Office of Student Activities by replying to the award email to schedule an Exit Interview to review your receipts. You should schedule the exit interview within five days of your return (although the actual meeting may take place beyond the five day time frame.)
• The GSTF will only reimburse that amount for which you have original itemized receipts. If your total reimbursement falls below the awarded amount, we will not reimburse you the difference. Meal receipts MUST be itemized (showing a specific breakdown of what was purchased)
• The GSTF does not use per diem rates when reimbursing meals so you must provide original itemized receipts. You may be reimbursed up to the per diem rate allowed for the city which your conference takes place according to GMU policy and the Commonwealth of Virginia
• The GSTF does NOT reimburse tips and gratuity expenses for meals.
• You cannot be reimbursed for the purchase of alcohol.
• If frequent flyer miles are used to purchase airline tickets, you can only be reimbursed for the dollar amount actually paid. Frequent Flyer miles are non-reimbursable.
• Airline tickets, rail travel and hotel expenses charged to a credit card require a copy of your credit card statement as proof of billing for reimbursement. Airline reimbursements require a copy of your airline itinerary, credit card statement and boarding passes in order to receive reimbursement; rail travel also requires boarding passes.
• Always provide documentation showing proof of payment expenses paid by check or credit card. For purchases paid by check a copy of the front and back of the cancelled check is required. (If there is any private information on the credit card statement or check you do not wish to be seen feel free to white it out prior to copying, i.e. balances, account numbers etc.)
• Please keep all expenses separate from other members attending the conference as it may be difficult to get reimbursed

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