Travel Procedures

Design teams requesting travel funds from the OEDK must:

1. Read and become familiar with the Rice University Policy #806 on Travel.
2. Contact other departments (BIOE, ECE, MECH, Dean’s Office, etc.) that may support your travel and request funding
3. Login to your OEDK team profile
4. Fill out the Travel Request Form as a team. This form should be submitted for approval at least 30 days prior to the conference/competition registration deadline. One form per team per competition.
5. If approved, follow the instructions for out-of-pocket travel purchases and reimbursements below.
   
   

Approved OEDK Travelers

TRAVEL EXPENSES

Each approved traveler must:

1. Make out-of pocket purchases
2. Save your original, itemized receipts (electronic receipts for online purchases are OK)
3. Follow the Team Travel Reimbursement Instructions below. 

TRAVEL REIMBURSEMENTS      Travel Reimbursement Form

PLEASE NOTE: YOU MUST BE PRE-APPROVED TO BE REIMBURSED FOR TRAVEL. In order to be reimbursed, each approved traveler must submit original, itemized receipts (up to the approved total for all of you) along with a completed Travel Reimbursement Request form immediately after the trip. Please keep a spreadsheet of all your expenses and attach it in the form as well. Untimely submission of paperwork may result in a delay or lack of reimbursement.

It is preferred that your team appoint one person to be in charge of all travel reimbursements. If your team is able to do this, only ONE Travel Reimbursement Request form would be needed per team per competition. This person would then be responsible for distributing the reimbursement among the team.

TRAVEL WITHIN TEXAS

If your travel is within Texas, please use the Texas Hotel Occupancy Tax Exemption Certificate as well as the Texas Sales and Use Tax Exemption Certification for out of pocket purchases. Note that any Texas Hotel Occupancy Tax or Texas Sales and Use Tax paid will not be reimbursed.