Reimbursement for travel expenses

Visitors who have been offered travel support to visit the department should carefully read the following instructions in order to get reimbursed. Most of your travel expenses can be covered, but you'll need to keep your all of your receipts.

It is important that you follow the guidelines below. If you do not, you may not be able to receive reimbursement. Please contact your host in the Mathematics Department with any questions.

Mandatory information

We will need the following information from everyone. We will make any copies we need, but no matter what, make sure you talk to someone in the Math Department about your expenses before you leave the Math Department for home.

• Full Name
• Postal Address to send the check
• Social Security Number
• Phone number
• Email address

Additionally, international visitors must provide us with a copy of several common forms. Please bring with you on your visit:

• Visa
• Passport
• I-94 form
• If you are an F1 visa holder, the I-20
• If you are a permanent resident, your permanent resident card

Receipts

We must have the original receipts. We can make copies for you to take home. The receipts must indicate payment. An easy way to do this is to use a credit card. Some receipts, like hotels, often do not show payment unless you specifically request it. When checking out, make sure to ask for a receipt that shows $0.00 as the balance.

Specific Information

How and when will I receive my reimbursement?

We will send a check via postal mail. You will recieve it a few weeks after your visit.

I am driving to Madison. Can I get mileage covered?

Yes. We can cover your mileage at $0.425 cents a mile. This number is an approximation of gas and maintenance costs associated with a typical trip.

Can meals during my trip be reimbursed?

Yes, if you have a meal on your way to or from Madison it can be reimbursed. The maximum limit for breakfast is $8. Lunch is up to $9, and dinner is up to $17. You must provide itemized receipts, and alcohol and tips may not be reimbursed.

Are my hotel expenses covered?

Please contact your host, who will make the arrangements for you. We can reimburse you up to a maximum of $62 a night. This is, unfortunately, less than the nightly rate at many Madison hotels (certain exceptions apply). Remember you need a receipt that shows the bill as paid, which you must specifically ask for at most hotels.

If my hotel is more than $62 a night, can I still stay there?

Yes, but we may only reimburse you for the first $62/a night. It is always best to let your host make the arrangements.