Q: Can a faculty advisor pay for a student's conference related expenses (registration, hotel) on their credit card and be reimbursed later?
A: NO. Faculty can't use their personal card for other travelers' expenses. What we can do is request a cash advance for the students so that they're not using their personal funds to pay for the expenses. See Travel Funding Opportunities for more details.
Q: What happens if the conference registration payment is more than 90 days before the conference travel is completed?
A: You may still submit the conference registration expense even if it was paid more than 90 days prior to travel. However, the expense report must be submitted after the travel is completed.
Per policy, please note the following guidelines:
Travelers should submit all expenses for reimbursement and reconciliation within 10 days of completing the trip or event, but no later than 45 calendar days.
Expenses submitted more than 60 calendar days after the trip may be considered taxable income, per IRS Publication 5137.
Expense reports submitted more than one calendar year after the date of travel may not be reimbursed.
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