Reimbursement for Visit Days
EECS will contribute up to $500 for actual travel expenses incurred. This includes airfare, airport shuttles, rental cars, personal cars, taxis, rideshares, and train fares. (Please note that if you take a rideshare that costs more than $75 you must submit an original receipt for reimbursement, not a bank or credit card statement.) We do not reimburse for lodging or meals. If you are visiting more than one school, we will pay our fraction of the expenses, up to $500.
If you are an international student you must enter on a J1, B1, B2, F1, H1, or WB visa to be eligible for reimbursement. Please save your receipts and visa documents to submit them after the visit. International visitors must also submit the Certificate of Academic Activity and the UC W-8BEN form in addition to the Claim for Reimbursment of Travel Expenses.
Please review information on how to submit for reimbursement. (Be sure to scroll down to the bottom of the page.)
Canadian visitors do not need a visa but must have an I-94 form and submit the Certificate of Academic Activity and UC W-8BEN forms.
IMPORTANT: If you are attending the visit day with someone who has also been invited, please be aware that each person must purchase their own plane ticket and be reimbursed seperately. The name on receipts must match the name of the traveler being reimbursed. Using a credit card in your name to pay for these services will allow us to verify that you paid for it. If you must pay cash, please make sure the receipt clearly states this. Cash purchases are harder to verify and will delay reimbursement. We also advise against buying plane tickets with frequent flyer miles, which makes reimbursement difficult.
Some visitors use the credit card of a parent or other relative to purchase plane tickets. We advise against this. If you must do this, please include a letter from the cardholder explaining that the student will be responsible for reimbursing them.
Staff will be available in Cory Hall room 179-Mezzanine on Monday, March 7 from 8am-5pm to answer any questions regarding the reimbursement process. You may also email questions to firstname.lastname@example.org.
Reimbursement requests for the 2016 Visit Days must be received by May 1, 2016. Please do not submit requests prior to March 7, 2016.