Important Info for Students Presenting at Conferences
Procedures for setting up a conference
budget and travel expense reimbursement for students who will be presenting at
a conference:
- The Gilpatrick
Center will fund up to $500 for students who travel to present at a conference. These funds will be available only when
the Gilpatrick Center office is notified by students before they travel.
- The
student's project advisor emails Cookie Sunkle (sunkle@denison.edu) to
confirm the student will be presenting, and advise when and where the
conference will be.
- There
will be NO Travel Advances for students; they will be reimbursed for their
expenses up to $500. If possible
they should work with Kathy Arnholt arnholt@denison.edu in the
Purchasing dept. located in Doane 303, to
make travel and lodging arrangements.
- Prior
to traveling the student completes a Student Academic Travel Form on the Gilpatrick
Center's home page. Click on "Academic Travel".
http://www.denison.edu/academics/departments/honors/student_academic_travel.html
- A
Student Release Form must be completed and submitted to Mary Lindsey,
Safety, Security and Risk Management Services, Parking Garage room 105. http://www.denison.edu/offices/security/amended%20studentdenison%20university.pdf
- If
students pay in advance for airfare, lodging, registration and wish to be reimbursed
before the conference, they must complete a Request for Payment form (http://www.denison.edu/offices/controller/accounting/index.html
click on Accounting Forms), include receipts, then bring to Cookie Sunkle
in the Gilpatrick Center for reimbursement. Include name of
conference, location, and dates of conference in the Purpose for Payment
column. The account information
will be completed by Cookie Sunkle.
- For reimbursement after the conference, within 3 days of returning complete a Travel Expense Report (http://www.denison.edu/offices/controller/accounting/index.html click on Accounting Forms). Include conference details (when, where, etc) and outstanding expense receipts should be sent to Cookie Sunkle for signature and submission to Accounting. A check will be sent to the student within 7-10 days of submission.