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Funding FAQs

What travel expenses does GSA reimburse? That is, what are "allowable costs?"

GSA will fund conference expenses related to travel, lodging, conference registration, and meals. Expenses not funded include (but are not limited to) items such as souvenirs and sightseeing costs. If you have a question about the acceptability of a certain expense, please contact your GSA representative or the GSA office.

TRAVEL. If you are flying to your destination, you will need to save your boarding passes, along with receipt, in order to get the cost of your airfare reimbursed. If you are driving to your destination, you may request reimbursement for either gas (receipts required) or for mileage at a rate set by the university.

LODGING. If you are sharing a room with other SLU graduate/professional students, one person must submit the original receipt. Everyone else can submit a copy with their paperwork. However, on each hotel receipt, it must indicate who shared the room and who is turning in the original receipt. Funding requests will not be processed until the paperwork containing the original receipt is turned in.

REGISTRATION. GSA does not cover membership dues to academic societies or associations. Only registration fees will be reimbursed.

MEALS. GSA does not fund meals on a per diem rate. Receipts are required for any meals purchased during conference travel, even if you are being funded by an additional source which does reimburse per diem.

 
On SLU's Business & Finance's webpage, it says that to be reimbursed for gas mileage, one must fill out either a "Business Entertainment Expense Voucher" or a "Travel Expense Reimbursement Voucher," depending on the distance of the conference. Where do I get this form & how do I do this?
Graduate students do not need to worry about filling out & submitting either of these forms (unless you are requesting funding from both GSA and another source). If you would like to be reimbursed for gas mileage, simply fill out the GSA Funding Form, indicating on a line in the FUNDING INFORMATION section that you are submitting for this type of travel expense. You will need to calculate the cost by first determining the distance to the conference hotel from SLU. (No matter where you actually start your trip from, you must use SLU's address. Use the conference hotel or convention center address as your destination.) Please do this by using MapQuest. Print out the Driving Directions, showing the total mileage. Include this as part of your reimbursement paperwork. Then use the rate set by the university to calculate the total amount for which you can request mileage reimbursement.
 

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