Reimbursement Information
ACF operates on a reimbursement basis. Funds are disbursed after the conference has taken place and all required post‑conference materials have been submitted and approved.
Within two weeks of the last day of the conference, recipients must:
- Log back into the original ACF application.
- Complete all required post conference materials (for example, an actual budget/expense summary, a brief post conference survey, and a reflective statement on the experience).
- Upload all required reimbursement documentation (receipts and other travel documentation) in the format specified by the University.
- All forms must be typed, and reimbursement cannot be processed until all post‑conference materials and receipts have been received and approved.
Recipients are responsible for:
- Retaining itemized, full‑folio receipts for eligible expenses (registration, transportation, lodging, etc.).
- Ensuring receipts are in their own name whenever possible.
- Following University reimbursement procedures and deadlines.
Failure to submit post‑conference materials and required documentation within the specified timeline may result in denial of reimbursement.
Tips for Filling out the Travel and Reimbursement Form
- Provide the starting location and destination location and round-trip mileage. We do NOT reimburse for gas; you can expense mileage only if you drove your personal car.
- Select the transportation type(s) and then enter the total cost of transportation. Receipt must be attached.
- For airfare, a full itinerary is required.
- Complete the check-in date and check-out date and enter the cost of lodging. A full lodging folio is required. A receipt or screenshot of receipt is NOT sufficient.
- A receipt is required for conference fee reimbursement.
- Provide the total cost of tolls/taxi/parking. Receipt is required for reimbursement.
- Per diem does NOT require receipts. Please follow the format from the example. For each day, list the meal(s) you want to be reimbursed for.
Reimbursement FAQs
Please allow 12-15 business days to process reimbursements. This allows for review and approval of your report and reflection, for us to submit a request to the accounting department, and for the accounting department's 7-10 business day processing time.
Yes, BUT - only the person who purchased the ticket can be reimbursed the ticket. It is preferred that you make all purchases yourself for one complete reimbursement.
If you are sharing a hotel room, then ask the desk clerk to split the bill at check-out. Many hotels are used to doing this. Be insistent if you must.
Contact us at [email protected] with an explanation of your circumstances. We cannot give travel advances through our office, but we will see what we can do on a case-by-case circumstance.