How to Travel (preliminary info page)
Graduate students traveling for research or to conferences should not be paying for their own travel. In most cases your adviser's research grant should cover the expenses. The university and the department also have some funds to help students travel to meetings, summer schools, etc.
Reimbursable travel is supposed to be approved in advance. Generally, all business related travel expenses are covered, such as costs of transportation, lodging, meals, or conference registration fees.
Plane tickets should be bought through the approved travel agent, and often train tickets as well. Rutgers expects you to choose the minimal cost alternative, such as economy class plane fares. Lodging can be set up through the travel agent, but exceptions are possible. Rental cars if needed should be intermediate size or smaller. Keep receipts for any expenses you have during travel; you will need to turn them in along with screenshots of the charges showing up on your credit card bills.
You are supposed to ask for reimbursement within 60 days of completing travel. If you are late, approving your reimbursement can require higher administrative levels of approval, which might not happen.
Many students in the program travel internationally, for conferences and research as well as for personal reasons.
Domestic students who are not experienced in international travel should be aware that it can take a few months to obtain a passport, and visas are sometimes required for travel.
International students should check on what constraints they have due to their visas to come study in the U.S. Please contact Rutgers Global.
Related travel web pages include:
- The main Rutgers booking travel webpage, with information and links to other pages, is https://procurementservices.rutgers.edu/travel_and_expense/booking_travel.
- The department has a summary travel policy web page at https://my.physics.rutgers.edu/apps/travel/, which links to a template spreadsheet to fill out to claim per diem for meals. You might need to be logged in to see this page.
- Travel reimbursements can be requested through the expense management app on https://my.rutgers.edu/portal/render.userLayoutRootNode.uP. You will need various documents to upload (pdfs / images of receipts and credit card bills), as well as account (and task) numbers for the expenses to be charged to. Different expenses on the trip can be charged to different accounts. See also the procurement page about reporting expenses: https://procurementservices.rutgers.edu/travel-and-expense/reporting-travel-expenses