Quantum Ideas Summer School | Reimbursements

What is covered?

Professional, non-student, participants are not eligible for expense reimbursement.

Substantiated Receipts

  • Baggage Fees - 1st Bag Only
  • Taxis or other airport shuttles
  • Airport parking
  • Mileage for non-flying and local participants

Meals - US Citizens

  • Per Diem (based on GSA guidelines). Is a tax reportable and will require SSN. You may call your SSN to the STAQ Administrator at 919-660-5254. For security, do not leave it voicemail.
    - OR -
  • Substantiated Receipts. Itemized and up to the daily per diem amount (Travel days: $45.75. School days: $61.00). If alcohol appears on a receipt, you cannot be reimbursed for any part of the meal.

Meals - Foreign Nationals

  • Substantiated Receipts. Itemized and up to the daily per diem amount (Travel days: $45.75. School days: $61.00). If alcohol appears on a receipt, you cannot be reimbursed for any part of the meal.

What is not covered?

  • Alcohol. If alcohol appears on a receipt, you cannot be reimbursed for any part of the meal.
  • Plane or Airport WiFi
  • Additional bags
  • Seat upgrades
  • Ground transportation to other venues, ex. Uber from hotel to restaurant
  • Mini-bar charges

How do I get reimbursed?

  1. Consolidate all receipts
  2. Completed STAQ Summer School Reimbursement Cover Sheet; Save as PDF
  3. For Foreign Nationals, save Passport and Visa documents as PDF for upload to reimbursement form
  4. Receipts must be submitted by July 31, 2019
  5. Submit program feedback to receive link for Reimbursement form »
  6. If you are a non-resident alien, please provide copies of the following documentation:
  1. Passport (permission to enter country with certain visa status)
  2. Copy of electronic I-94 card printed from website or copy of Admission Stamp (current visa status)
  • F-1 Visa: Requires a copy of Form I-20 and letter from sponsoring institution listed on I-20 stating payee is in good standing at that institution (letter must be from the Visa Services or equivalent department to receive payment.)
  • B-1, B-2, WB & WT Visa Statuses: Requires a copy of Declaration by Visitors Engaged in Academic Activities (pdf) form to receive payments other than reimbursement of substantiated expenses.
  • B2 & WT Visa Statuses: Requires a copy of Declaration by Visitors Engaged in Academic Activities (pdf) form to receive payments of any kind, including reimbursement of substantiated expenses
  • Permanent Resident: (Green Card Holder) Requires copy of the card OR Confirm immigration status of payee and state "permanent resident" in Comments Section of request.
 Keep in mind:
  • Receipts submitted via email will not be processed for reimbursement
  • Substantiated receipts must be dated and itemized
  • Reimbursement payments are issued by check.
  • Checks for US Citizens take 4-6 weeks. If submitted information is incomplete, reimbursements may take longer.
  • Checks for Lawful Permanent Residents and Non-Residents take 6-8 weeks. If submitted information is incomplete, reimbursements may take longer.
  • Mileage requires maps of transit
  • For more details, reference the Participant Travel Guidelines

Questions about allowable receipts, contact STAQ Administrator.

Submit program feedback to receive link for Reimbursement form »