Award Recipient Information

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

Eligible expenses include:

  • Coach class airfare, including airport transfers/shuttles to Purdue University
  • Driving a personal vehicle
  • Other Public Transportation to Purdue University
  • Standard hotel/accommodations

All travel scholarships are awarded on a reimbursement basis. Please use the following checklist to ensure that all required information is properly prepared for submission at the check-in table at the Grad Expo.

1. Receipts

  • Airline Travel
    • All original, itemized receipts from the airline, including airport transfers/shuttles
    • 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
  • Driving a personal vehicle
    • Provide the address of departure and return
    • Choose reimbursement for standard mileage rate of .545 per mile or gasoline, but not both
    • If gasoline reimbursement is selected, all original, itemized receipts for gasoline must be provided
    • All receipts must show the payment amount and the method/type of payment (i.e. cash/credit card xxx1234)
  • Other Public Transportation (bus/train)
    • All original, itemized receipts from the transportation company
    • All receipts must show the payment amount and the method/type of payment (i.e. cash/credit card xxx1234)
    • A transportation confirmation or itinerary is not a receipt
  • Hotel/Accommodations
    • Original, itemized receipt indicating accommodation for yourself for Saturday, Sunday or Monday night; receipt must show a zero balance due
    • All receipts must show the payment amount and the method/type of payment (i.e. cash/credit card xxx1234)
    • Reimbursement will be given to the person whose name appears on the accommodation receipt, you will be responsible for dividing the reimbursement with others that shared the room with you 
  • Food
    • Purdue will provide dinner on Sunday evening, as well as breakfast and lunch during the Grad Expo on Monday. 
    • No reimbursement is available for all other food expenditures

NOTE: We encourage you to carpool and share hotel expenses. However, the reimbursement will be given to the person whose name appears on the receipt. You will be responsible for dividing the reimbursement, accordingly. Expenses beyond the total $500 travel scholarship will not be reimbursed. 

2. Paperwork to Submit with Receipts

  • A completed Substitute W-9 Form 
    • Please be sure to type or write legibly
      • Part One:  fill out all information except "business type" 
      • Part Two:  select reimbursement method
        • Check - The address you provided during registration is where your check will be mailed, OR
        • Direct deposit - The reimbursement will be deposited into the provided bank account  
      • Part Three: Sign the form, the form cannot be processed without your signature  
      • Part Four: To be completed by Purdue University

3. Non-US Citizens - Submit the following with your receipts at the event, via mail, or email to Ethan Kingery 

  • A copy of your passport and visa
  • A copy of the I-20 and I-94, if you are on an F-1 visa
  • 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. Checks are no longer sent outside the U.S. 

4. Submission of all Receipts and Paperwork

  • When you check in at the student registration table at the Grad Expo, please see Mr. Ethan Kingery to submit all receipts and paperwork for travel scholarship reimbursement. 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

5. Deadline for Submission: Thursday, October 31, 2019

  • 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 approximately four weeks after we receive your completed paperwork, original receipts, and Grad School Expo evaluation form.

Questions? Please email Ethan Kingery

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

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