Travel Policies and Reimbursement

Filling out a Travel Pre-Trip Form:

In order to travel for a conference or research-related activity and be reimbursed, you must fill out a Pre-Trip Travel WebForm to obtain approval from your Director to use Program (or research) funds for your trip. The form may be found on the Travel Department’s website at: on the right-hand side of your browser.

To Book Flights, Trains, Hotels and Rental Cars:

Please use the Sanditz booking tool to charge travel directly to your research account. If WGSS is covering the cost of travel, please purchase your tickets with your personal card, to be reimbursed upon your return, unless you are booking with a representative of WGSS present. If you are able to find a cheaper flight or train ticket else where, please purchase those tickets, and submit a screenshot of the cheapest-available option offered to you on Sanditz at the time of purchase. If you cannot do so, you will only be reimbursed up to the amount of the cheapest ticket offered on Sanditz for a comparable flight and time of your trip.

To access the Sanditz booking tool directly, you may do so by following this link.

Information Regarding Reimbursable Expenses:

To review the rules and limitations that the University has in place for travel reimbursements, please visit

Submitting Receipts to WGSS:

Please use the following Cover Sheet every time you are submitting receipts for reimbursement. It is crucial that every field that pertains to your trip is filled out for a timely and organized submission. Otherwise, your reimbursement may be delayed.

Please also remember that additional delays may take place for your reimbursement if you are submitting your receipts to WGSS beyond 60 days of your return. This is against UConn’s travel policy, and will require a Policy Exception form with a business justification for the delay, which constitutes additional days of delay for approval.

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