Examples of Eligibile Expenses

  1. Travel
      1. Lodging (hotel, AirBnB, etc); limit of $250/per night 
        • Exceptions will be considered for high cost-of-living areas with reasonable justification.
      2. Airfare, train tickets, bus tickets, local transportation, etc. for out of town travel
        • As per AP, and for purposes of this document, out of town travel is travel that requires the traveler to stay overnight at a location other than his or her home or that involves airline or inter-city rail travel. All other travel is local travel. This can include taxis and other transportation necessary to partake in the experience the SSG is awarded for as long as it adheres to the above bullet point
      1. Car expenses
        • The University will reimburse the cost of gas for filling a rental car as long as you present a copy of the receipt. For the use of personal vehicles, the University will reimburse based on the IRS standard mileage rate found on the IRS website; for 2024, this amount is 65.5 cents a mile. To request reimbursement, provide a screenshot/copy from an online map showing the mileage to/from your destination.
      2. Food allowance
        • The University will reimburse food during out of town travel (read: not local) and conference days provided there is an itemized receipt; the SSG Committee suggests you track a reasonable eating allowance during those days to remain under or equal to any given SSG award.
  1. Conference Expenses
    1. Conference registration fees
    2. Professional printing for posters and other items through the  Office of Strategic Sourcing
  1. Research Expenses
        1. Materials and supplies for research experiments
        2. Human subject incentives  (Strategic Sourcing Department gift cards only)
          • Take Note: Do NOT purchase gift cards on your own. To purchase gift cards, contact Yenifer Flores ([email protected]) who can help you contact the Strategic Sourcing Office/Procurement Office. Gift cards purchased through any other means (e.g. Amazon) CANNOT be reimbursed.1
        3. Access fees for libraries, museums, archives, etc.
  2. ALE Expenses
          1. Course/workshop expenses
          2. Access fees for libraries, museums, archives, etc.
          3. Other types of expenses not listed above (please confirm if unsure)

1To expedite the request for human subject incentives with the Finance Office, the following are required:

        1. A brief explanation of why the gift cards are needed.
        2. Documentation:
          •   SSG Award Letter: If SSG funds are being used, please include the award letter or relevant supporting documentation.
          •    Event Details: Specify the date, type, name, and any other relevant details of the event.
        1. Gift Card Details:
          •  Quantity and Amount: Indicate the number of gift cards required and their amounts.
          •  Type: Specify if you need e-gift cards or physical gift cards.
  • For physical gift cards, please allow 5-12 business days for delivery. They will be delivered to me, and I will arrange a pickup time with the student.
  •  For e-gift cards, provide the recipient’s information:
    •  First Name
    •  Last Name
    •  Email Address
    •  FIDN