Information for Award Recipients

If you have been awarded a travel scholarship, please review the following information carefully. Please note that the maximum reimbursement you can receive is $500.

All travel scholarships are awarded on a reimbursement basis. Once you have made your travel arrangements, please complete the following:

1. Bring to the Grad School Expo all available original, itemized receipts for eligible expenses totaling up to the amount of the scholarship. All receipts must show the payment amount and the method/type of payment (i.e. cash/credit card xxx1234). An airline confirmation or itinerary is not a receipt. Please note that you will not be reimbursed for ineligible expenses or expenses, other than mileage for personal vehicle, without a receipt. You will not be reimbursed for expenses beyond $500. Eligible expenses include:

  • Coach class airfare or other transportation to Purdue University. To be reimbursed for driving a personal vehicle, please provide the address of departure and return.
  • Gasoline or standard mileage rate of .545 per mile (but not both)
  • Airport transfers
  • Standard hotel accommodations for yourself for Saturday, Sunday or Monday night (The hotel receipt must be the original, itemized receipt from the hotel showing a zero balance.)

Purdue will provide dinner on Sunday evening, as well as breakfast and lunch during the Grad Expo on Monday. 

NOTE: We encourage you to carpool and share hotel expenses. However, the reimbursement will be in the name of the person whose name is on the receipt. You will be responsible for dividing the costs.

2. Submit all available receipts and a completed Substitute W-9 Form to Mr. Ethan Kingery when you check in at the student registration/check-in table, or by mail after the Grad Expo. If Mr. Kingery is not available, advise the person assisting you that you need to leave receipts for him. If you need to mail receipts, please notify the person assisting you and you will be provided with a self-addressed envelope. It is preferred that you submit the Substitute W-9 Form and all receipts at once. Mail to: Mr. Ethan Kingery, Purdue Conferences, 128 Memorial Mall, Stewart Center Room 116, West Lafayette, IN 47907-2034.

3. Instructions for completing the required Substitute W-9 form:  Please be sure to type or write legibly.

  • Complete Part One:  fill out all information except "business type." 
  • Complete Part Two:  select either "check" (the address you provided during registration is where your check will be mailed), or "direct deposit."  If you choose "direct deposit" the reimbursement will reach you faster.  
  • Your signature is required in Part Three.  
  • Part Four will be completed by Purdue University.

4. IMPORTANT!!: If you are a non-US citizen, you will be asked to turn in, mail or email Mr. Kingery ( a copy of your passport and visa with your receipts, as well as a copy of the I-20 and I-94, if you are on an F-1 visa. To expedite your reimbursement, checks are no longer sent outside the U.S. You will be required to complete a Form 52A for a Wire Transfer with the necessary bank information. This form will be available at the Travel Scholarship table during registration.

5. All necessary documentation must be received by Thursday, October 31, 2019. Requests for reimbursements made after this date will not be accepted. Once all necessary forms and documentation are received from you, your reimbursement request will be processed. You may expect to receive your reimbursement from Purdue University in approximately four weeks after we received your completed paperwork, original receipts, and Grad School Expo evaluation form.

Ernest C. Young Hall, Room 170 | 155  S. Grant Street, West Lafayette, IN 47907-2114 | 765-494-2600

© 2017 Purdue University | An equal access/equal opportunity university | Copyright Complaints | Maintained by The Purdue University Graduate School

If you have trouble accessing this page because of a disability, please contact The Purdue University Graduate School.