Energy Fellows Expense Request Form

Energy Fellows Expense Request Form

Discretionary funds are intended to provide you access to additional resources for supporting your research or skills as a professional.

If you are submitting an expense request for use of your discretionary funds, funds may not be covered by your discretionary funding budget if you did not fill out the Discretionary Funds Pre-Approval Form.

Scholar Name (First Last)*

Email*

Type of Expense*

Relocation Reimbursement

Discretionary - Travel

Discretionary - Other

Event*

Location*

What types of travel expenses are you reporting?*

Select or enter value

Per Diem Meal information

Fellows can claim Per Diem meals when attending conferences that are beyond 50 miles from campus and only if the conference does not offer all meals. Please check the per diem meal rate and enter the breakdown of the per diem meals you are requesting by date.

example:

Sept 2-6: Breakfast [$15] and dinner [$30] x 5 days = $225

Rideshare Details*

If you are requesting reimbursement for Rideshare expenses [Uber/Lyft], list where the travel is to and from for each expense [ie. home to SFO airport].

Travel Start Date*

Travel End Date*

Please list the cost for each of the items you are requesting reimbursement for and total amount:*

Example:

Flight: $600

Transportation: $100

Total: $700

Transaction Type*

Select or enter value

Vendor*

What was purchased? Or, what was the expense?*

Purchase Date*

Amount of Purchase/Reimbursement*

Format dollar amount as: $0.00

For mileage please find the current Stanford mileage reimbursement rates at https://web.stanford.edu/group/fms/fingate/staff/reimburse/res_jobaid/mileage_reimb_rates.html

What types of relocation expenses are you reporting?*

Select or enter value

Start date*

Relocation reimbursements are allowed for expenditures made only 30 days before and 10 days after your start date at Stanford.

Where are you relocating from?*

The University’s policy allows for reimbursement for relocation of individuals moving a distance of greater than 50 miles.

Please provide a simple justification for this funding request, including answers to each of the questions below.*

3-6 sentences, explaining:

Who was involved in the activity or expense?

What activity was performed or item purchased?

When did the activity occur (date or dates)?

Where did the activity take place?

Why was the activity done, and how did it benefit Stanford? For example, how did this further your training or research goals?
If you submitted a student travel certification form, include the justification based on the selected criteria. [ie. This trip was directly related to my employment at Stanford because...]

All Questions Must Be Answered!!

Upload All File(s)*

Please upload all files associated with the item(s) listed in this form submission. Up to 10 files may be uploaded here.

*For travel, please upload a completed "Student Certificate for Authorized Expense"

*Receipts should reflect the last 4 digits of the card used.

*For any events/workshops/ any travel please include the agenda of the event and any details. This can be an email detailing the planned activities during the visit.

*For flights, be sure to submit an Egencia receipt for flights if purchased through Egencia.

*For conferences, please upload the proof of purchase and an agenda for the conference. If you presented, provide a copy of the agenda with your name and talk information.

Drag and drop files here or

This expense request is complete.

Check this box when all of the following are true:

You have completed travel
You have reported all expenses related to this trip
You have uploaded all necessary documentation

Agreement*

Send me a copy of my responses

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