Travel & Expense Reimbursement Form

The information in this form will be submitted to the University Travel division of the Business & Finance department to process your reimbursement. Please allow up to 12-15 business days for processing.

You may need to combine PDFs for some sections. If you do not already have the software, please see the Information Technology's Frequently Asked Questions webpage on how to install the Adobe Acrobat Pro 2017 program so that you can combine PDFs. Or search online for "Combine PDF Free" and use one of those tools.

Student/Guest Traveler Information

Are you applying for reimbursement as an undergraduate or graduate student? *

Legal First Name *

Legal Last Name *

Email *

G-number *

Provide the address below where you want your reimbursement check to be mailed. Please allow up to 12-15 business days for processing.

Address Line 1 *

Address Line 2

City *

State/Province *

Zip/Postal Code *

Expense Details

Departure Date *

Return Date *

Conference Location (Include City & State) *

Reason for Travel (Conference Name, etc.) *

Mileage:

If you used your personal vehicle to drive to your destination or to your transportation hub (airport, train station, bus station, etc.), please provide the requested information.

Mileage reimbursement requests must include date of travel, starting point, destination, and number of miles traveled. Mileage will be reimbursed in lieu of airfare up to 500 miles.

Please note: No gas receipts are required as GVSU reimburses mileage rather than gas expenses.

Starting Point Location (include city & state)

Destination Location (include city & state)

Round Trip Mileage

Transportation:

Transportation Type
Airplane
Train
Bus
Rental Car
Not Listed

Cost of Transportation

Transportation Receipt(s) [combine multiple receipts into one PDF document to upload here]
Please upload a file with the extension .doc, .docx, .pdf, .gif, .jpeg, .jpg, .png, .psd, or .tiff with a maximum size of 10 MB.

Lodging:

Check-In Date

Check-Out Date

Cost of Lodging

Lodging Receipt
Please upload a file with the extension .doc, .docx, .pdf, .gif, .jpeg, .jpg, .png, .psd, or .tiff with a maximum size of 10 MB.

Conference Fee:

Cost of Conference

Conference Receipt
Please upload a file with the extension .doc, .docx, .pdf, .gif, .jpeg, .jpg, .png, .psd, or .tiff with a maximum size of 10 MB.

Tolls/Taxi/Parking Receipt(s) [combine multiple receipts into one PDF document to upload here]
Please upload a file with the extension .doc, .docx, .pdf, .gif, .jpeg, .jpg, .png, .psd, or .tiff with a maximum size of 10 MB.

MEALS:
Exclude meals that were provided at no cost to you (continental breakfast, banquet etc.), that have been claimed as a part of another expense (conference fee, hotel bill, group meal, etc.), and any personal travel days.

When recording per diem, only list the meal(s) that you will be reimbursed for (breakfast, lunch, dinner or full day). Please see below for example

EXAMPLE ONLY: Record your per diem request(s) below based on the following example:

Jan 1, 2021: Lunch & Dinner
Jan 2, 2021: Full day
Jan 3, 2021: Full day
Jan 4, 2021: Lunch

Record each day and the corresponding per diem rate here:

Certification Statement

I certify that the information in this form is correct, and follows GVSU's travel policies and instructions. The amount charged for expenses was reasonable and necessary, and occurred as part of my conference travel. Further, any of the above expenses, have not yet been paid by GVSU.

Agreement *
I agree with the Certification Statement above.

Human Verification *

Page last modified July 1, 2026

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