Department of Physics Graduate Program - 103-33 - Pasadena - California - 91125



   Visiting the Caltech Physics Department


   The information below is required to obtain assistance with travel expenses during your visit

Copy of ticket or itinerary showing the $ amount -You may email an E-ticket or bring a copy to photocopy -International travel receipts must be in English -International travelers must provide a valid passport or visa to photocopy -Only airfare (or Amtrak) costs are reimbursable with proper receipts -We DO NOT reimburse for taxi or car rental fees, gas, food or other incidentals -Airport shuttle fees could be covered up to the maximum -You will be given a Travel Reimbursement form that must be completed at the time of your visit   How we share travel costs with other schools -West Coast universities often share one trip travel expenses to offset costs -Typically Caltech shares costs with UCLA, UCSD, UCSB, UCSC, UCB & Stanford -International travelers may include East Coast schools in one trip -Visitors must provide an identical set of receipts to each school visited during one trip -Include airport shuttle receipts which might be covered if our portion is less than our maximum -You must inform each school department representative you wish to share travel costs -All schools included in travel cost sharing must be indicated on the Travel form   How your reimbursement is processed -We will use the information on your Program Reservation Form to set up an account -Once we have your Travel Form and receipts, your request will be submitted to our Travel Department -The Travel Department will mail your check usually within five business days -Not providing proper receipts will delay the process -Not providing your social security number will delay the process -Not providing a complete permanent address will delay the process -Not providing all schools in a one trip visit with identical receipts will delay the process -Not providing a travel form or receipts within 90 days will delay the process, your account will be closed -The physics department will not follow-up with visitors who do not provide proper forms or receipts -Due to a high volume of requests, some checks may not be sent out until early May -If you do not receive your check by the end of May, send email to donnad@caltech.edu Mail receipts promptly to: Physics Graduate Office Caltech 103-33 Pasadena, CA 91125