Disbursement Guidelines for Graduate Students

The contact for any MEMS-related financial matters is the MEMS program coordinator, Nancy Gray Schoonmaker (nancys@email.unc.edu).

Please contact the MEMS program coordinator well in advance of any requests for funds or reimbursement, making sure to identify yourself as a MEMS student, provide your PID, your event or travel plans, and your specific grant source (Research Award, Conference Travel Award). This advance email will help the administrators keep track of who is doing what, when, and where for the remainder of the process. When submitting a travel reimbursement request, please provide a copy of the letter or email informing you that you received a grant.

Any receipts submitted for any purposes should be taped to an 8.5 x 11 sheet of paper, again, clearly identifying on the sheet your name, your PID, the MEMS event in question, and/or the specific grant-source. Also indicate what address you would like your check to be sent to. Be sure to inform the MEMS program coordinator if there has been a recent change to your home address.

Receipts should be sent to the program coordinator:

Nancy Gray Schoonmaker
MEMS/Department of History, 552 Hamilton Hall
CB #3195 Chapel Hill, NC 27599-3195
fax: 919.962.1403
nancys@email.unc.edu

Research or Conference Travel

Rooms and other expenses: Please keep all receipts and submit them in the format described above (i.e. taped to paper, clearly marked). As with airfare, make sure that your receipt includes information about what you purchased and notes the method of payment. If proof of payment is not indicated on your receipt and you paid by credit card, you may submit a copy of your credit card statement along with your receipt. Circle the relevant purchases and black out all information not relevant to the reimbursement. This includes your basic account information.

Travel grants pay ONLY for the following:

Flights
Conference registration
Hotel
Ground transport
Per diem meal allowance

How to Submit Receipts

When submitting a travel reimbursement request, please provide a copy of the letter or email informing you that you received a grant.

Any receipts submitted for any purposes should be taped to an 8.5 x 11 sheet of paper, clearly identifying on the sheet your name, your PID, the MEMS event in question, and/or the specific grant source. Also indicate what address you would like your check to be sent to. Be sure to inform the MEMS program coordinator if there has been a recent change to your home address.

Receipts should be sent to the program coordinator:

Nancy Gray Schoonmaker
MEMS/Department of History, 552 Hamilton Hall
CB #3195 Chapel Hill, NC 27599-3195
fax: 919.962.1403
nancys@email.unc.edu

Booking Your Own Travel

You must book your flight on an American carrier as the University requires that we be in compliance with the “Fly America Act.”

A detailed list of U.S. flag air carriers is set forth below:
* Airtran Airways (FL)
* Alaska Airlines (AS)
* America West Airlines (HP)
* American Airlines (AA)
* American Trans Air (TZ)
* Continental Airlines (CO)
* Delta Airlines (DL)
* Frontier Airlines (F9)
* Hawaiian Airlines (HA)
* Midwest Express (YX)
* Northwest Airlines (NW)
* Southwest Airlines (WN)
* Spirit Airlines (NK)
* United Airlines (UA)
* US Airways (US)

If submitting a receipt for your airfare, make sure it has the flight details (dates, arrival and departure times), the total price of the purchase, and indicates your method of payment (credit card, debit card). Also be aware that the price cannot be reimbursed until after all travel is completed.