Student Travel FAQs

My faculty advisor, parent, or another student paid my expenses. Can the check be sent to him/her?

Yes. In this case, the person who paid should fill out the form, and you should sign it (there is a place for this on the back) to indicate that you are transferring the award.

Can I see an example of a completed reimbursement form?

Yes. Here is an example of a reimbursement form filled out by a student.

Why does the name on the receipt have to match the name of the person requesting payment?

Since these payments are made as reimbursements, we should be repaying the person who paid. If your parent, faculty advisor, or someone else paid for all or part of your trip, they should submit a reimbursement for and have you sign the back to show that you are transferring the award. If you paid them back in cash or that person wants the payment to go to you, we will not be able reimburse you for that without a signed note from that person saying that the payment can go to you.

You cannot receive your finding in advance. You must submit a reimbursement request at or after the meeting.

I was not able to attend the meeting. Am I still eligible for reimbursement?

No. Unfortunately, even if you were unable to be refunded for your travel arrangements we are not able to reimburse you if you did not attend the meeting.

Where do I send my reimbursement request?

You can scan and email your reimbursement form and receipts to travel@maa.org (we prefer electronic submissions). Please send as a single PDF. If you prefer, you can send hard copies to:

MAA Student Travel
Attn: Julia Dills
1529 18th Street NW
Washington, DC 20036

What receipts should I use if I drove to the conference?

If you drove to the conference, we request Google Maps or MaqQuest directions showing the route you took. You will reimbursed at the current GSA rate (\$0.56 per mile as of January, 2014). You can also submit itemized receipts from gas stations if you would prefer. If you drove more than 600 miles round trip, you will need to also submit evidence that this was the least expensive travel option available to you.

When can I expect my check?

Your check will arrive approximately four weeks after you submit your reimbursement request.

This grant is restricted to undergraduate students.

I lost my receipt. Can I still be reimbursed?

You should contact the hotel, airline, or other group that issued the original receipt and request a duplicate. We cannot reimburse you without a receipt.

Should I write my Social Security Number on the form?

No, we do not need your SSN for this reimbursement.

Why did I receive less funding this year than in previous years?

We had far more funding requested than was available this year. Awards were distributed as equitably as possible.