Travel Funding & Reimbursement

Travel Authorization & Funding Guide for Graduate Students

Before making any travel arrangements or purchases, you must obtain an approved Travel Authorization Request (TAR). Please let your department know of your travel plans well in advance, as this will help ensure processing goes smoothly and there are no delays.

This guide outlines the procedures for submitting a TAR and securing available travel funding.

1. Travel Authorization Request (TAR)

Required Information needed to submit TAR (send to Senior Program Coordinator, Lorena Rainero, lrainero@fiu.edu) 

1. Travel details: Dates, destination, and name of the conference or event.
2. Justification: How this travel benefits your academic/professional development and FIU.
3. Estimated costs: Include airfare, registration, lodging, etc. (even though you will only receive up to a stated maximum amount dependent on funding availability), the full total allows for Modern Languages to better track how much students are paying for travel.

Submission Process

• To start the TAR process, you will need to add Lorena Rainero as your proxy in the FIU travel system if you haven’t already (please email her at lrainero@fiu.edu if you need the instructions).
• Once Lorena has received the required information above and she is listed as proxy, the TAR will then be submitted on your behalf (The TAR process can take up to two weeks to be created, submitted, and approved).

Tip: Please review the FIU Travel Manual for detailed travel policies, especially for international/foreign travel.

2. Travel Funding Resources

SIPA Travel Funding

• Up to $400 per fiscal year (June 30th - July 1st) available through the Steven J. Green School of International & Public Affairs (SIPA).
• Limited number of awards. Early applications highly recommended.

Application Timeline

• Submit your request at least three weeks before your travel date. No exceptions.

Steps to Apply

1. Fill out the SIPA Travel Funding Request Application on page 3, and read procedures thoroughly. It is the student's (traveler's) responsibility to follow necessary procedures and steps.
2. Obtain the Graduate Program Director’s (Dr. Andrea Fanta) signature via FIU DocuSign – her email is afanta@fiu.edu.

Submission:
Send the completed SIPA application form and all documents to lrainero@fiu.edu. Please copy Dr. Fanta on the email.

All documents required from student: SIPA application form, purpose of travel (conference acceptance letter, research site, invitation for interview, etc.) The approved TAR and unofficial transcript will be retrieved by the department.

Graduate and Professional Student Committee (GPSC) Travel Funding

• Provides support for conference travel, research, and professional development.
• Highly competitive – early application is strongly encouraged.

Application Timeline

• Apply at least five weeks before the travel date. No exceptions.

Steps to Apply

1. Visit the GPSC Website to go over their application details and funding presentation.
2. Complete the application form according to the instructions provided.

Contact: For questions, email gpsc@fiu.edu.

Modern Languages Department Travel Funding

• Additional support may be available after SIPA and GPSC funds have been exhausted.
• Funding is limited and awarded at the department’s discretion.

Steps to Apply

1. Submit a written request to Dr. Nicki Fraser, Department Chair – nfraser@fiu.edu
2. CC the following individuals:
   • Dr. Andrea Fanta, GPD – afanta@fiu.edu
   • Lorena Rainero, Senior Program Coordinator – lrainero@fiu.edu

Include in Your Email:

• Full name and Panther ID
• Purpose and justification for the travel
• Dates and location of travel

Final Notes

• Apply early to maximize your chances of receiving funding.
• Reach out to the contacts listed above for help or clarification at any stage in the process.

Booking Your Travel

The FIU Travel Office has strict parameters regarding receipt documentation, here is a link to the university's travel manual should you need to review it. Always review your funding source instructions to see what they require as well (The Graduate Professional Student Committee GPSC has specific instructions). Only use travel websites that provide receipts that include proof of payment (credit card used with the last 4 digits). If this is not provided, contact the vendor to see how you can obtain a receipt showing this. All receipts will need to show your name, the breakdown of costs, and proof of payment (last four digits of the card used). Proper receipts are needed for all applicable transactions. Per FIU travel policy, the dates of your domestic travel cannot start earlier than 24 hours prior to the start of your event (48 hours for foreign travel) or end 24 hours after the end of your event (48 hours for foreign travel). At minimum, documentation for your method of travel, event registration and lodging accomodations will be needed.

Personal Travel If you are taking additional days at the beginning, middle, or end of your FIU travel, you are responsible for all expenses incurred for these. Please indicate the days you are staying extra when sending your documentation after travel. Suppose an indirect route was taken for personal reasons, in that case, you will need to gather airfare quotes to show what the cost would be if a direct route was taken, or those additional costs were not incurred due to personal travel. Be mindful that under IRS rules if the travel is determined to be more than a minimal amount of personal travel, anywhere from a portion to the full cost of the travel could be taxable.

After Your Travel

Upon completion of the event or travel, you must send receipts to lrainero@fiu.edu. The only receipts needed are those that you will be reimbursed for (please do not send screenshots). More information on required documentation is below.

At minimum, you will need the following documentation for processing after you travel:

1. Method of travel to event (Airfare, mileage with personal vehicle or auto rental): Per FIU travel policy, the dates of your domestic travel cannot start earlier than 24 hours prior to the start of your event (48 hours for foreign travel) or end 24 hours after the end of your event (48 hours for foreign travel). Airfare confirmation/invoices need to show your name, ticket number, seat type (coach or economy class only), airfare amount paid and credit card used (with last four digits). Trip insurance and seat upgrades are not reimbursable. If you use a third-party website to buy tickets, print out a receipt that includes credit card used with the last 4 digits. Mileage: If you drive to a conference with your own vehicle, please use the MapQuest page to generate PDFs of the mileage to the event and then another for the mileage returning. Mileage is reimbursed at a flat rate and gas receipts are not needed. Auto Rental: Provide rental receipt showing proof of payment. Gas will be reimbursed for auto rentals and University vehicles only to the driver of the vehicle.
2. Event Registration: Payment confirmation must show your name and paid with zero balance due.
3. Lodging: Hotel Folio showing zero balance due. (Even if you are not being reimbursed for lodging, Controllers requires to see where you stayed.) If you share a room, please request that the hotel charge each guest separately. If only one card is charged, the owner of that card will be reimbursed. This is important if you are receiving GPSC and CASE funding. Credit card statements cannot be used in place of receipts or folios. They may be used in addition to your receipts, in certain cases only, such as when multiple students share the hotel cost and you need to prove the owner of each card.
4. Event Program: Provide the full event program and agenda PDF.

If you have funds available, the following additional expenses can be considered for reimbursement:

1. Meals: Meal receipts are not required. Meal per diem for domestic travel is $36 per day ($6 breakfast, $11 lunch and $19 dinner). It is calculated from the moment your flight leaves until you return. If there are any meals included in the conference itinerary, you will not be reimbursed for them. Foreign meals are calculated depending on the city and country. Visit U.S. Department of State: Office of Allowances for that information.
2. Incidentals: Taxi, shuttle, uber, train receipts may also be submitted for reimbursement if you have available funding for them.

After the expense report is submitted, all budget managers must approve. Final approval by the Office of the Controller can take up to several weeks.