LASSP Travel Assistance: Booking Travel &/or Getting Reimbursed

This form is for:

  • Booking travel BEFORE a trip or paying registration fees for virtual or in-person conferences
  • Requesting assistance with reimbursement AFTER you return from a trip


You will need:

  • Dates of your travel
  • The Cornell account # to charge the travel to
  • Documentation of your PI's approval
  • Receipts for anything you have already paid for


For booking travel: Please reach out to us at least 5 business days before any deadlines for registration fees/etc. Otherwise, we can't guarantee that we will be able to schedule a meeting with you in time.

Are you a...*

Select all expenses and fees you would like assistance with booking/reimbursement and/or have other questions about.


Note about getting per diem after your trip: Your PI may have set a lower per diem than the default. Ask your PI about this.

How many trips do you need help with?

For Help with Multiple Trips/Reimbursements:

We can discuss multiple trips with you in one meeting. You do not need to fill out the form multiple times for things we will discuss in a single meeting.

  • In the form fields below: provide details about your most urgent need or the issue you need the most help with.
  • We will need information about the dates, business purpose, Cornell account #, etc for the other trips/reimbursements, too. When you meet with us, please be prepared to provide this information.

✈️ Basic Travel Information

If attending a virtual conference, input conference dates below.

If exact date unknown, approximate is fine. This is the date that you depart from home.

If exact date unknown, approximate is fine. This is the date that you return home.

Are you traveling internationally?*

Please visit https://travelregistry.cornell.edu/, log in, and add your trip. The international trip ID number that is generated will be required when submitting your expense report; please save the confirmation email. Starting November 1, 2024, international travel will not be reimbursed without the trip ID number.


International trip ID number, if you have it already:

This is the Cornell account that the reimbursement will be charged to, OR the name of the project you're working on. Ask your PI if you are not sure which account to input here.


It will usually look like this: U76-xxxx

Reason for Trip*

Research example: Beamtime


If multiple reasons apply, select the "main" purpose that took up most of your time, OR use "Other."

Provide more details about your travel. Useful information includes:

  • Conference name and your participation in the conference/trip
  • Ex: presenting a poster or paper; attending for networking or exposure to relevant research
  • Project you'll be presenting about or working on
  • Specific details of research completed on research trip

🧭 Travel Details

For upcoming travel: Are you planning to travel or room with a Cornell friend/colleague?

We can schedule a group travel booking meeting to save time!

For past travel: Shared Expenses

Did you share travel expenses with another Cornell colleague?

Ex:

  • Sharing a hotel room
  • Sharing transportation expenses (train tickets, Uber rides, etc)

Please input the names and Cornell email(s) of these people.

Personal Days*

For past trips: Did you take personal days?

For upcoming trips: Do you plan to take personal days?

Personal Days: Extra Steps

BEFORE TRAVEL:

  • Pull a "comparison trip" to make sure travel cost is not significantly higher. More details in the FAQ section of the LASSP Business Travel Guide.


DURING/AFTER TRAVEL:

  • Separate out expenses incurred on personal day(s) vs business days

Meals Provided

Were any meals provided to you during this trip?


Ex:

  • PI pays for a group dinner
  • Conference provides a lunch
  • (Snacks/coffee generally do not count as a meal.)


When we do your reimbursement, we will need to know which meals were provided on which days.

Partial Reimbursement*

Do you expect to receive, or have you received, reimbursement from other sources?



Ex:

  • Conference partially reimburses registration fee
  • You've applied to the Graduate School for conference support

For how much and for which expenses?

If you selected Uncertain/Other: explain why here.

Direct-Paid Expenses

Did any staff member directly pay for any trip-related expenses on your behalf already?

Who did you work with? What expenses were already paid for?

🧳 Final Steps

Expense Delegates in Concur*

Have you named the people listed here as expense delegates for your profile in Concur?

Here's how to do it.

Travelers without Concur: Please attach receipt(s) for anything you have already directly paid for.


ALL TRAVELERS: Provide a screenshot/other documentation of your PI's approval for the costs associated with this specific trip.


Conference travel: Invitation letter; final conference agenda.


Research travel: Invitation and/or itinerary/agenda for trip.

Drag and drop files here or

📅 Scheduling a Meeting

Becky or Josh will reach out to you to schedule a time to meet.

Share any other details you'd like to include here.

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