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PhD in Social Work

Doctoral Students Travel and Reimbursement

Travel Funds for IU School of Socialwork Doctoral Students #

  1. IUI Graduate Office Travel Fellowships
    1. Apply online
    2. Up to $1,000 reimbursed to full-time students who are the first author on a conference presentation (oral or poster)
    3. Two deadlines per year (fall & spring)
  2. Graduate and Professional Student Government (GPSG).
    Click on “APPLY FOR GPEG” (bottom right corner of homepage)

    1. Up to $500 available once per academic year per student
    2. Can be used for attending or presenting at a professional conference or training
  3. IU School of Social Work PhD Program Travel Fellowships
    1. Up to $1,000 to be reimbursed for travel to professional conferences once per year per student
    2. Preference given to students who are presenting
    3. Online application
    4. For assistance with pre-paying expenses and/or reimbursement, contact Marina Sutrisno at masula@iu.edu
  4. International Travel
    1. Summer Pre-Dissertation Travel Grant
      1. Round-trip airfare plus $1,000
    2. International Enhancement Grant
      1. Up to $2,000 for overseas training
  5. Fellowship Student Travel
    1. Students on a fellowship (University Fellowship, Diversity Fellowship) have access to an additional $1,000 for travel to professional conferences during their first two years in the program. Please seek guidance on the use of these funds through the Graduate Office.
  6. Institute on Teaching and Mentoring
    1. Second through 4th year minority PhD students may have their travel expenses covered to attend the SREB Institute on Teaching and Mentoring in October. For details, contact Dr. Tabitha Hardy in the Graduate Office

Travel Reimbursement Processes #

Notify Us #

When your application for a Travel Fellowship fund is granted, you will receive a notification via email or letter. Please forward this approval/acceptance letter to Susan Thie (suthie@iu.edu) and Marina Sutrisno (masula@iu.edu) to ensure efficient processing of your funds.

Chrome River Trip Authorization #

To get to Chrome River, navigate to One.IU and type “Chrome River” in the search bar to get this tile:

For travel that is out of state or international, you will first need to submit a Trip Authorization. Trip Authorization (TA) is a report submitted in Chrome River to request permission to spend IU funds on business travel. The TA report provides an estimate of anticipated travel costs. Your TA report should be submitted and fully approved before making travel reservations or requesting travel reimbursements. Your reimbursement could be denied if proper trip authorization is not obtained.

If your travel is In-State, you can skip this step.

For additional information on how to do Trip Authorization, visit Submitting a Trip Authorization page on the Travel website.

Conference Registration #

For major conferences, you will typically need to pay a registration fee. If you would like to use the school’s PCard for this fee, please submit a Procard Purchase request form, located in the IU School of Social Work Internal Portal.

Please keep in mind that if you use the school’s PCard to pay for your registration, you will need to put that into consideration when you calculate your expenses in the Trip Authorization since you will not get that amount to be reimbursed to you. (e.g., If you request $1000 for travel and you use the PCard to pay for $500 registration fee, your total reimbursement request in the Chrome River should be $500).

Flights and Hotel Accommodation #

For booking flights and/or hotel accommodation, we recommend you use Egencia. You can also book out of pocket and receive reimbursement for any reason. To get started with Egencia, please visit Egencia Online Air and Hotel Reservations page on the Travel website.

To book using Egencia, please use the following information:

Company requested Information: IN-Indianapolis

Chart Org/Campus Department: SOCW

Account Number: This will be given to you through email.

For major conference travel, such as CSWE, please note that Egencia may not offer conference rates. If you prefer to access the conference rate, book through the conference website and pay out of pocket initially. You can request reimbursement later.

If you choose a hotel that is not a designated conference hotel but is nearby, it will typically be more cost-effective.

If you prefer not to use Egencia, you also have the option to pay for expenses out of pocket and request reimbursement through your Chrome River account.

Reconciliation of Pre-paid Travel Expenses #

If you use Egencia, your expenses are pre-paid and will have to be reconciled in Chrome River. Please visit the Reconciling Pre-Paid Travel Expenses in Chrome River page on the Travel website for more information.

Your Egencia charges will appear in your eWallet in Chrome River under “Credit Card Items”:

These charges will appear in your eWallet within a week of your booking and must be reconciled within 30 days. You can reconcile them individually or together with other out-of-pocket travel expenses such as mileage, parking, and per diem. Please remember to check these items when you access your Chrome River account

Submitting Travel Reimbursement #

You have to submit a Travel Expense Report in Chrome River to reconcile any Egencia bookings as well as out-of-pocket expenses. Remember, if your travel is international or out-of-state, you must import your approved Trip Authorization to this expense report. Receipts for meals are not required— per diem is calculated and paid out through Chrome River. Please visit the Reimbursing Travel Expenses page on the Travel website for step-by-step guides on how to submit a Travel Expense Report in Chrome River.

If you use Egencia to book your flight and/or hotel room, please follow the instructions on the Reconciling Pre-Paid Travel Expenses in Chrome River page on the Travel website for a step-by-step guide.

If you pay out of pocket to book your flight and/or lodging accommodation, you will need to create a Travel Expense Report in Chrome River to get them reimbursed. Visit the Reimbursing Travel Expenses page on the Travel website for more information. This is also where you submit the reimbursement for other travel expenses such as mileage, per diem, and parking.

Mileage Reimbursement #

To submit for a mileage travel reimbursement, please follow these steps:

Go to Chrome River, create travel expense report, click on add expense, choose Ground Transportation, then Mileage:

In the mileage page, under Miles, click on “Calculate Mileage”

Put in your starting point and your destination, then click on Return to start for a return trip.

For more information about mileage reimbursement, visit Reimbursing Travel Expenses, Mileage Section on the Travel website. Visit the Traveling by Car page on the Travel website to learn more about using a personal car for IU business.

Per Diem #

Follow the steps in Reimbursing Travel Expenses, Per Diem to request per diem in Chrome River. Please remember that if any meal is provided for you (e.g., hotel breakfast), you will have to include this by putting a check mark in the Deductibles.

Sharing Expenses #

The person who incurred the expense will be reimbursed.

If you choose to share a hotel room with another student, ensure that everyone has a receipt with their name on it, as we can only reimburse the person whose name is on the receipt.

If you receive funds from the IUSSW PhD Program Travel Fellowship and decide to share expenses with other students, we can typically divide the expense among each person. When submitting your Expense Report in Chrome River, please include the names of the people you are sharing expenses with.

If you rent a car, one person has to rent the car, pay for the gas and parking. Again, we can divide the expense.

Keep track of your receipts for the hotel, airfare, baggage fees, registration, and ground transportation. You do not need to submit receipts for meals as the University provides a per diem allowance.

Time Limit for Reimbursement #

We request that you submit the reimbursement within 30 days after your travel date. Reimbursements submitted after 60 days will be taxable and require written justification with the expense report. After 120 days from the return date of the trip, there will be no reimbursement.

Travel Reimbursement Direct Deposit #

Please make sure that you have set up a direct deposit for your travel reimbursement. You can check this by going to one.iu.edu and searching for Travel Reimbursement Direct Deposit.

If this is set up, your travel reimbursement will be deposited directly into your account once the process is done (not dependent on your paycheck). If you do not have this set up, they will issue your reimbursement in a check instead and send it to your mailbox.

Reimbursement Contact #