Travel Reimbursement Information and FAQs | The University of Chicago Harris School of Public Policy

Travel reimbursements are offered by The University of Chicago Harris School of Public Policy for specific events including Diversity Visit Day and Admitted Student Day. To be eligible for reimbursement, prospective and admitted students must be explicitly invited, register for the event, and attend the event. Harris Public Policy is not able to offer reimbursements for visits to campus outside of these events for invited prospective and admitted students.

The University of Chicago’s vendor for processing reimbursements is PaymentWorks. Upon registration for the event, you will receive information on how to create your PaymentWorks profile for the University of Chicago. Reimbursements will not be processed without a PaymentWorks account.

Eligibility and Documentation Requirements

All receipts must contain the following information:

First name and last name or a directly identifiable email address
Last four digits of the payment method used. If you use a third-party payment service (ApplePay, Venmo, PayPal, etc.) you must include a redacted account statement that shows the last four digits of the account, your name on the account, and the posted charge.
Date(s) of travel or stay
Lodging receipts, which must show a zero balance/proof of completed stay (not a reservation document)

You may submit receipts totaling more than the maximum amount for reimbursement; however, Harris will reimburse students for travel costs and lodging accommodations up to the maximum amount. The sample receipts listed below are for illustrative purposes only:

Airfare: the full itinerary showing the method of payment is the only acceptable documentation. Harris does not reimburse airfare booked with airline/travel points. Sample Receipt
Amtrak: the full itinerary showing the method of payment is the only acceptable documentation.
Coach bus (like Greyhound or local coach): the full itinerary showing the method of payment is the only acceptable documentation.
Hotel and Short-Term Rental accommodations: An itemized receipt showing method of payment and a $0.00 balance is required. Additional occupants or guests are not eligible for reimbursement and all costs associated with their stay are not the responsibility of Harris School of Public Policy. Hotel/lodging reimbursement is only applicable to those more than fifty miles from Chicago. Sample Hotel Receipt; Sample Short Term Rental Receipt
Driving to Chicago: Reimbursement will be paid at the current federal rate of $0.70 per mile.
Taxi/Uber/Lyft services: Harris will reimburse transportation for Uber/Lyft for transportation to and from Hyde Park for the purposes of attending the event. You may choose to visit other locations in Chicago while you are here, but reimbursement for Uber/Lyft is only to and from Hyde Park for the purposes of this event. Sample Receipt (Lyft); Sample Receipt (Uber)

Food and entertainment costs are not eligible for reimbursement. Reimbursements must be submitted within 30 days of event attendance to be processed.

Note: If you are being offered reimbursement for travel by multiple divisions of the University of Chicago for similar travel dates, you must disclose to the Harris School which parts of your travel you are planning to submit for reimbursement to each division. You cannot receive double reimbursement from the University of Chicago for the same travel/lodging expense(s).

How long will it take to be reimbursed?

Within 24 hours of the event conclusion, you will receive an email with instructions on how to submit your travel receipts. Reimbursement requests will start being processed starting 10 days after the event has concluded. We recommend submitting receipts as soon as the form opens.

Most reimbursements are received within 10–12 weeks of submission of all required and appropriate documents.

How will I be reimbursed?

Prior to attending the event, you will be required to set up a PaymentWorks profile. Within that platform you will select how to receive your payment. For attendees with banks not based in the United States, you will have the option to select a wire transfer. You are responsible for correctly entering your financial information. The Harris Admissions team cannot manage this information or any mistakes on your behalf.

I live within and/or am traveling within fifty miles from Chicago, can I be reimbursed for lodging expenses?

We are not able to provide reimbursement for lodging costs for individuals who live within fifty miles of Chicago. You can take a taxi or rideshare to campus and the cost of the ride(s) is eligible for reimbursement.

Note: The fifty miles requirement is set by the IRS, not the University of Chicago.

If the total cost of my trip is more than the maximum reimbursement amount, can I receive additional reimbursement funds?

We are unable to provide increases for the travel reimbursement amount. If receipts submitted total more than the maximum amount, you will be reimbursed only for the stated maximum.

If I am staying in Chicago prior to or after the event dates, can I be reimbursed for lodging expenses?

Lodging costs can be reimbursed for up to three days before the first day of programming and up to three days after the last day of programming. If you submit a lodging receipt for more days, we will calculate the amount specific to the dates eligible for reimbursement.

If I am arriving/departing Chicago outside of the specific event dates, can I be reimbursed for travel expenses?

Travel costs including flights, buses, trains can be reimbursed for up to two days leading up to the event and up to three days post the event. For example, if the programming begins on Thursday, your travel arriving Tuesday, Wednesday, or Thursday is eligible for reimbursement. If the programming ends on Friday, travel departing Saturday, Sunday, or Monday after the event is eligible for reimbursement.

If you have an extenuating circumstance for travel outside of these parameters, please email harrisadmissions@uchicago.edu to see if an exception is possible, prior to booking travel.

I am flying to the United States for the event, but I am planning on visiting other cities before/after my trip. Are those flights eligible for reimbursement?

Flights that arrive and depart from Chicago are eligible for reimbursement. If you travel to another city and visit (not a layover) before arriving in Chicago and then fly from that city to Chicago, only the flight to Chicago can be included for reimbursement. After the event if you fly from Chicago to another city to visit (not a layover), then fly to your final destination, only the flight from Chicago to the first city is eligible for reimbursement.

I am sharing lodging with another invitee approved for the event. Can we split the lodging cost?

Approved event attendees who want to share lodging and split the cost of their lodging can do so. However, only one person can submit the lodging receipt for reimbursement. The primary person paying for the lodging will submit the receipt as well as the name(s) of the individuals who stayed at the accommodation. The full amount (accounting for the max amount available to all individuals) will be reimbursed to the primary payer. The other individual(s) can submit their reimbursement request for other travel costs, but their total amount of funds will be reduced by their share of the lodging costs.

If you share lodging, all individuals must submit their reimbursement requests before our office can process the reimbursement.

Can a different person, not attending the event, book my lodging for me?

To receive reimbursement, the approved event attendee must appear on the receipt for the hotel. Many hotels will take the names of the guests in the room and not just the primary booker. We recommend confirming that they can add your name to the reservation/bill. If the hotel is not able to accommodate this request, you must submit a statement with your receipts that attests to who the primary payer is, in relationship to you, and that you stayed in the room.

I am traveling with a guest to the event. Are their travel expenses eligible for reimbursement?

Only the event invitee or admitted student’s travel expenses are eligible for reimbursement. Guests’ expenses are not eligible.

Are taxi/ride share trips available for reimbursement?

Taxi/ride share services can be reimbursed for transportation to and from Hyde Park for the purposes of attending the event. This also includes rides to and from the airport to your lodging. Attendees may choose to visit other locations in Chicago while you are here, but reimbursement for Uber/Lyft is only to and from Hyde Park for the purposes of this event.

I am a currently enrolled University of Chicago student, am I eligible to receive travel reimbursement?

Currently enrolled University of Chicago students who live off campus are eligible to be reimbursed for taxi/ride share expenses to the Keller Center but are not eligible for lodging or other travel expenses. Students who live on campus are not eligible for reimbursement.

Do I have to stay in the hotel block?

Harris may set up a room block for approved event attendees. Attendees are not required to utilize the block and can stay at a hotel/short term rental of their choosing. To be eligible for the lodging reimbursement, you must be traveling at least fifty miles from Chicago.