Prospective Students/Trainees Travel

Prospective Students/Trainees Travel

Prospective Students/Trainees

Reasonable transportation, meals, and lodging travel costs may be reimbursed for a prospective student or prospective postdoc trainee (i.e. student "recruits") invited by UAB to come to the University as part of a formal recruiting process.

Expenses for spouses, sons, daughters, or other relatives or associates of the prospective student will not be reimbursed.

Except for the special airline ticket requisition and hotel PO procedures referenced below, prospective students or prospective postdoc trainees who come to campus at UAB's invitation should be informed that they will be responsible for their travel expenses incurred in connection with their interview trip to UAB. Reimbursement to the individual prospective student or prospective postdoc trainee (to the extent otherwise permitted by policy) may be made for such costs after the trip.

Prospective student or prospective postdoc trainee travel reimbursements should be requested after the trip. An Oracle Payment request should be used to reimburse prospective students/trainees for travel costs incurred.

The following applies to travel reimbursements for prospective students/trainees. Items not addressed below follow the same guideline as Employee Travel.

Documentation
Original receipts are required for all expense reimbursement items (other than reasonable cash tips).

Meals
Prospective student or prospective postdoc trainee meal reimbursements must be based upon actual incurred costs, not a per diem.

Mileage
Reimbursements for private car mileage must be based upon the federal mileage rates.

Alcohol
Prospective students or prospective postdoc trainees cannot be reimbursed for alcoholic beverages or alcohol-related costs under any circumstances.

Adventure Travel
The UAB Airline Ticket Requisition process may be used to obtain an airline ticket for a prospective student or prospective postdoc trainee (where policy permits) through the UAB Travel Center.

Lodging
A specially worded Purchase Order Requisition may be issued to secure a room at some local hotels for prospective students or prospective postdoc trainees. For written instructions on the proper use of this special Hotel PO procedure and a listing of the hotels that have entered into contracts with UAB, see the Procurement website. (Note: Limited Purchase Order forms, normal Purchase Orders, and Payment Request forms cannot be used for this purpose).