Travel Reimbursement

Thank you for your participation in the 25th NSF EPSCoR National Conference. Here are guidelines for travel reimbursement via participant support and program participant support.

Participant Support

Who is eligible for Participant Support:

  • Travel support will be provided for up to 3 people per jurisdiction, to facilitate attendance of underrepresented faculty, graduate students, government officials, university administrators, and State Committee members. Participant support covers up to $1800 per person in expenses for airfare, lodging and ground transportation. There are no funds for per diem.

Participant Support Reimbursement Guidelines:

Participant support will be provided by way of reimbursement after the conference has concluded. The reimbursements are set up to be paid to jurisdictional institutions.  The primary reasons for this are maximum efficiency and personal security.  It is more efficient and secure to collect IRS forms with institutional information from each jurisdiction, than personal tax information for our many participants.    If institutional channels are unavailable, then it is possible to reimburse individuals. 

We ask each jurisdiction to provide the following to Ginger Claussen (ginger.claussen@mso.umt.edu):

  • W9 form for each institution who will receive reimbursement. This form is available for download at the bottom of the page.
  • Participant Support Reimbursement Form for each institution who will receive reimbursement. This form can include information for more than one person, all of whom are associated with one institution. This form is available for download at the bottom of the page.
  • Receipts for ALL expenses listed in the Participant Support Reimbursement Form.

Program Participant Travel Support

Who is eligible for Program Participant Travel Support:

Program Participants are invited panelists, facilitators, and session leaders and are eligible for travel support. The amount of support depends upon role. For questions please contact Chelle Terwilliger (michelle.terwilliger@mso.umt.edu).

Program Participant Reimbursement Guidelines:

When applicable, Program Participants are encouraged to coordinate their reimbursement through their jurisdiction’s EPSCoR Office. Travel reimbursement for session leaders, panelists, and speakers can be bundled together with Participant Support if all individuals are from the same institution. If this is not feasible, please send the following to Ginger Claussen (ginger.claussen@mso.umt.edu).

  • W9 form for each institution or person who will receive reimbursement. This form is available for download at the bottom of the page.
  • Program Participant Reimbursement Form for each institution or person who will receive reimbursement. This form can include information for more than one person, all of whom are associated with one institution. This form is available for download at the bottom of the page.
  • Receipts for ALL expenses listed in the Participant Support Reimbursement Form.

Frequently Asked Questions

I drove a vehicle to the conference - how is this reimbursed?

Travel to the conference by car will be reimbursed at $0.535 per mile. For documentation, please include a Google Maps or Map Quest (or other) printout/pdf of your round trip, including total mileage.

I had a multi-city airline trip (not round trip). What documentation is needed?

Please provide documentation of the cost of round trip airfare from your local airport to Missoula - this can be a pricing estimate from Priceline/Expedia/Kayak or an airline website or other similar website. The conference can reimburse multi-city airfare to Missoula for the conference up to the estimated round trip price. 

Please direct any other questions about reimbursement to Rhonda Stoddard (Rhonda.stoddard@mso.umt.edu) and Chelle Terwilliger (michelle.terwilliger@mso.umt.edu).

Is the conference registration fee an allowable expense for reimbursement?

The registration fee can not be paid for out of Participant Support funds. If you were supposed to receive a registration waiver and did not receive one, please contact Montana EPSCoR.

We need travel reimbursement for session leaders and for Participant Support. Can that be done all at once?

The reimbursement process through the University of Montana will group reimbursements by institution. Whenever possible, please put all people who are eligible for reimbursement on the same reimbursement form (whether they were session leaders or invited attendees eligible for participant support). For example, if your jurisdiction had a session leader and two student attendees all from the same University, their receipts can be bundled together and itemized on the reimbursement form. An additional attendee who qualifies for participant support from the same jurisdiction but at a different institution would be put on a different form and require a separate W9 (or substitute W9 form).

Do I need a W9 form from the IRS or the 'UM Substitute W9 Form' that is on the conference website for reimbursement?

A W9 form is required for reimbursement and either one will work - either the IRS form or the 'UM Substitute W9 form.'