Travel and Business

University Policies

FN 28 University Travel, Business Entertainment, Honoraria, and Miscellaneous Reimbursable Expenses (formerly 05-07-01)

This policy covers University travel, business entertainment, honoraria, and miscellaneous reimbursable expenses. 

Federal GSA Policy Per Diem Guide:

The University recommends the use of per diem for in-travel meals. Actual meal expenses equal to or less than the Federal GSA Policy Per Diem Guide will be reimbursed without receipts.

Dietrich School of Arts and Sciences Alcohol with Meals Policy:

The Dietrich School of Arts and Sciences permits the reimbursement of alcohol with business meals up to 20% of the meal subtotal (total before tax and tip). Any cost of alcohol over 20% of the subtotal is considered a personal expense and not reimbursable.

Pitt Faculty and Student Reimbursements

For all travel and business expense reimbursement requests, the T&B form is required, along with receipts. 

Instructions for T&B form download:

Windows users – download the PDF to your computer before filling in the appropriate fields.

Mac users – download the PDF and open it in Preview to fill out the fields.

The form must include an account name or number and a signature of approval. Please note that fillable PDF forms are not officially supported on mobile devices.  If your advisor is unable to add an electronic signature to the PDF, then an email of approval from them will suffice.

Email the completed form to PGTravel@pitt.edu. You can submit the receipts for expenses by:

• Including them in the email to PGTravel@pitt.edu with the T&B form
• Uploading them directly to Concur
• Delivering them to the Travel and Business Coordinator in SRCC 200

Guest Reimbursements

Need to reimburse a guest? A completed form W-9 (US Citizen) or W-8BEN (Non-US Citizen) is required. Have the guest complete either form and deliver it in person to the Travel and Business Coordinator in SRCC 200. To protect the security of the information on the form, please do not email it!

Guest Accommodations

Overnight guests of the Department of Geology and Environmental Science are booked lodging at the Residence Inn by Marriott Pittsburgh University/Medical Center. The Residence Inn offers spacious suites with full kitchens as well as complimentary parking, shuttle service, and breakfast for our guests.

Questions? We are here to help! Contact us: PGTravel@pitt.edu