STUDENT TRAVEL
TRAVEL PROCEDURE:
- PRE-APPROVAL: Write a brief e-mail to the Program Director (Prof. Fure) asking if it is OK to apply to XYZ conference or festival
- TRAVEL GRANTS: You MUST apply for travel assistance from one of:
- Graduate Studies Office (one time up to $1000)
- Graduate Students Council (one time up to $500)
- Neukom Institute for Computational Science (travel for computational projects)
- Graduate Office Alumni Research awards
- NOTICE OF AWARD: Forward any travel award notice to both the Program Director and Academic Coordinator, informing which conference / event will be covered
- REGISTRATION: Ask Academic Coordinator to pay the conference / event fee with the program's Purchasing Card (P-Card)
- FLIGHTS / TRAVEL: Arrange your travel with the travel office (details below)
- HOTEL: Note: Hotels must be purchase on your own credit card. The College does not allow travel purchasing on the P-Card. See below for reimbursement information.
- RECEIPTS: All local transportation, and meal receipts MUST be submitted to the Academic Coordinator immediately upon return from the conference / event
In Detail
*It is extremely important to let the Program Director and the Academic Coordinator know if you have been awarded any funding or financial support for any of your initiatives. This will help ensure the appropriate accounts get charged for various expenses.
Conference fees can typically be paid using the department purchasing card. All travel and conference participation needs to be approved, in writing, by the Program Director (Professor Fure).
Flights can be booked through the college's travel agency (800-284-1647); airfare is charged to our department account. Before booking air travel, it is recommended the traveler search flights on his/her own and then relay the airline(s), flight numbers, and times to the travel agent. All reservations need to be saved under the Academic Coordinator's employee profile with the travel company: Julia Waswo
Julia.Waswo@dartmouth.edu
Chart String: 20.424.368000.238013.0000.xxxx
Hotels need to be booked directly by the traveler. Obtain the hotel invoice after your departure as documentation to provide to the finance center for reimbursement.
Ground Transportation
-Dartmouth Coach provides travel to/from Boston & New York City. Reservations can be made online using the department p-card
-Vox Rental Cars can be reserved through the college using a department account string. The driver of the car needs to make the reservation. All drivers need to be college approved, having passed a college sponsored certification course. More information can be found here: http://www.dartmouth.edu/~fom/services/voxcars.html
-Taxi/Shuttle/Train, etc. The traveler completes the reservation; SAVE ALL RECEIPTS for reimbursement.
Meals; save two receipts for each meal purchased! 1.) Transaction total & payment type 2.) Detail of ALL items purchased.
The Academic Coordinator is available to assist you if you have any questions. And remember: PLEASE SAVE ALL RECEIPTS!