MICDE Fellows Information

Expenses

PLEASE SUBMIT YOUR EXPENSE REQUEST BEFORE YOUR TRAVEL OR PURCHASE.

Keep in mind that you have to submit equipment, subscription, or other purchase requests at least 1 year before graduation. All other expenses should be submitted at least 1 month before graduation.

Beginning July 1, 2025,

• Any out-of-pocket expenses submitted for reimbursement more than 60 days after the transaction date—or the end date of the trip for travel expenses—will be treated as taxable income! To allow processing from our end, please submit your receipts no later than 45 days after your purchase or return date.
• Business expenses paid out-of-pocket will only be reimbursed after a trip or event takes place. 

INVOICE REQUIREMENTS

The invoice or receipt has to contain the following information:

• name of purchaser
• date of purchase
• description of the product or service purchased
• quantity
• amount paid
• payment method or zero balance

AIRFARE:

If a student (including GRAs) is traveling for university business related to their employment, they should use CTP.

Since the MICDE Fellowship supports our fellows’ academic pursuits, they are not required to book flights through CTP when traveling to a conference or workshop as a student. However, as many of our fellows are also university employees, they can buy their tickets through CTP.

TECHNOLOGY PURCHASE OPTIONS

1. Student-owned:
   • You have to purchase the laptop (pay it in full) and request reimbursement.
   • As it goes through Financial Aid Services, there might be deductions, but you can keep the device after graduation.
   • Financial Aid Services can provide information on possible deductions.
   • ITS won’t maintain it; no university licenses
2. University-owned:
   • You will buy the laptop through your home department, usually paid with a university shortcode, so there are no upfront costs.
   • You must return the laptop when you leave the university.
   • ITS will maintain it

To submit an expense for approval, fill out the MICDE Fellows Expenses Form. If you have questions about an expense, please send us an email to [email protected].

MICDE Fellow Page

As a MICDE Fellow, you will have your own personal page on our Fellows web page. If you are a new MICDE Fellow, please complete the MICDE Fellow Information Form to provide the necessary details to creation your web page.