CCP Lab Travel Guidelines

Accommodations
When possible, please contact your fellow lab members and share a room.
Please refrain from charging either room service or DSL during your stay.  Room service is not usually line itemed and harder to justify.  DSL cannot easily be reimbursed by federal grants.  Usually, only the PI has this charge reimbursed for business correspondence.
Length of stay should be in keeping with schedule of meeting.  For example, a conference with an AM start justifies an evening prior to the event.  If it is an evening start conference, your stay should begin lodging on the same calendar day.
Departure and end dates should be within 1 day of each other.

Airline tickets
Airline tickets must be coach/economy class. 
Flights do not have to be the exact date of the conference, but will need justification if more than 1 day over beginning or end. Length of stay should be in keeping with schedule of meeting.

Departmental Funds
Graduate students should apply for departmental funds every year.  This amount is usually around $400.  You can contact Cheri Casanova or Vicki Babbitt for more information on these funds.

Meals and Incidentals
There is a no per diem rate for the University, but the following caps are enforced:
Breakfast $20, Lunch $20, Dinner $50.  These totals include any snacks, coffees you consume throughout the day.  However, meeting the max on these amounts is deemed excessive.  Please provide an itemized receipt for your meals and incidentals, not a credit card transaction approval receipt.
Washington University will not reimburse alcoholic beverages or tips.
If the total food costs exceed $50 for the day, justification is needed.
The PI reserves the right to refuse any purchases or set limits upon reimbursement amounts.

Receipts
Original receipts are required for everything, no matter the cost.
Receipts should be itemized and not credit card transaction approval.   Please submit all receipts, including those that will be/or have been refunded through the grad school to Carol Cox for submission.

Registration and Abstract Submissions
Registrations and abstract submissions are usually done months before the conference.  If costs are less than $500 they will be reimbursed as a check request.  Carol can process these for you.  Please print receipt, or bring receipt if on site registration. If they are more than $500, they become a travel advance and must be reckoned within 30 days of travel.

Helpful Hints
Please ask Carol Cox if you have any questions regarding your travel. 
Please submit receipts in a timely and orderly fashion and indicate any exceptional circumstances, shared room, applicable graduate school funds, grant specificity, etc.