Forms & Resources

Joshua will reply back with a link of training videos to become a purchaser. The videos take approximately 45 minutes to view. Once you finish watching them email Josh and he will give you access.

It takes approximately 1-2 business days for approval to be given. Once approval is given you can access UShop and purchase items as needed.

To obtain a campus order please see Josh in the MSE offices. You will need to provide the following in order to process the campus order: the department you are paying and the account/project you are paying with.

The office will complete the form and you will need to have your faculty advisor/PI sign the campus order before you take it to the department you are paying. Please return your receipts to your faculty advisor/PI for their records.

Dana Grant is a great contact in the General Stores and can help you order the needed gas or items for your lab.

First, you must be charged sales tax. If you are not, or are given the University’s tax exempt status on your purchase – you will not be reimbursed.

Second, you won’t be reimbursed for tax.This is state law that was instituted in 2012, so please be aware of it. As much as we would love to reimburse you tax – we just can’t.

Third, you must return your original itemized receipt to Josh. Copies will not be accepted.

Fourth, get the needed paperwork from Josh to process your reimbursement. This will include needing signatures from your faculty advisor/PI and yourself.

But, please remember to get pre-approval first, otherwise you will not be reimbursed.

The easy answer is – go see Josh (in the MSE Offices, 304 CME). He can guide you through the paperwork and booking process for your travel. He is the source for any questions you have or that’s not answered here in the FAQs.

Josh, will give you a Pre-Travel form that needs to be filled out and signed by you and your Faculty Advisor/PI. You must declare the intent of your travel and with whom you’re meeting during your trip.

If your travel is being paid by a third party and you are still doing University business, you still must register your travel with the office. By registering your travel the University is made aware of your travel should anthying happen during your travel that requires University assistance and resources.

If you are attending a conference it is highly recommended that you book your accommodations at or near the hotel. Many times conference goers will be given discounts. If you are unable to stay at the hosting hotel, staying close nearby will help cut costs of car rental, taxis and other travel.

Make sure to get a printed receipt from the hotel lobby with an itemized nightly rate to include in your reimbursement. This information is required by the Travel Office for all travel reimbursements.

If there is a need to rent a car, please check with your faculty advisor/PI to see if this route is feasible. Many times it is much easier and cheaper to rely on public transportation, taxis and Uber/Lyft. If you have questions on what would be the best option see Josh for counsel.

If you choose to be reimbursed via receipts, please remember that only original itemized receipts will be accepted by the travel Offices. Copies and non-itemized receipts will not be accepted.

If you choose to be reimbursed via a Per Diem, it is important to note that the rate of your Per Diem is based upon your location of travel by the Federal Government. Your travel rates vary approximately 25% lower on days you are traveling and meal reductions are made for meals provided by hosts, including in conference fees and continental breakfasts provided by your hotel.

It is important to note that even if you choose not to eat the continental breakfasts or conference provided meals you cannot be reimbursed for these meals. They are considered as part of your registration or hotel payment.

If you cannot afford the conference fee, a check can be cut directly to the conference. Please be mindful that this is done through the University and not the Department and that you should do this 2-3 months before your conference’s registration deadline. See Josh for more details on this option.

You can be reimbursed for items that you have already paid for – including hotel and registration fee. Hotel reimbursements have to be when they are pre-paid, not simply a reservation.

Per Diem and other reimbursements will need to wait to be reimbursed upon your return. Most travelers will wait upon their return to do a reimbursement. But, if you have questions on what can or cannot be reimbursed before your trip see Josh in the MSE offices.

This form requires an account and signatures from both you and your faculty advisor/PI. Please be detailed in your information and you MUST turn in original receipts – copies will not be accepted.

Once your reimbursement is turned in to the office, Josh will process your reimbursement and contact you when it is ready for your signature. Josh will garner the other needed signatures from your faculty advisor/PI and/or the Dean (for international travel).