Plan Ahead: Please keep track of miles traveled, lodging receipts, and number of meals per day.  You will be required to provide this information upon reimbursement request.  Carpooling and shared lodging is encouraged.

Reimbursement Rates

Mileage: $0.67/mile. Mileage is calculated from the student's home campus to/from the city of the clinical site.     

Lodging: up to $107/night (the state rate) + tax. Receipts are required. Please book through the hotel directly and request a state/government rate. If you are unable to find a hotel at this rate, please reach out and we can work to find a solution for you. When sharing lodging, only the student who has a paid receipt in their name should request reimbursement. Students should work out shared expense between each other.

Meals: Breakfast (leave before 7 AM)- $8.25 / Lunch (leave before 12 PM/return after 1 PM)- $9.25 / Dinner (return after 6 PM)- $16 (the state rate) 

Forms need to be submitted within 90 days of travel to ensure reimbursement. If it has been longer than 90 days, you will need to send a justification for your delay in requesting reimbursement to Cheryl McNicholas ( at the time you submit the form.


Please read the following steps before starting your reimbursement form.

Reimbursement Steps

IMPORTANT! Please only submit a travel reimbursement form after returning from your trip. Reimbursements will not be processed if submitted prior to traveling. 

Step 1

Before completing your reimbursement form, we recommend that you download, complete, sign, and scan the IRS W-9 form.  Page 1 of the IRS W-9 is required in order to issue your check.  You will be required to attach your W-9 in the reimbursement form. 

Step 2

If you have lodging expenses, scan (or take a photo of) your receipt before starting the reimbursement form.  You will be required to attach your lodging receipt in the reimbursement form.

Step 3

Select the appropriate form below. 

Student Form
Student Form

Once reviewed and approved, you can expect to receive your check within 4-6 weeks of your reimbursement submission.  If you have any questions, please contact Cheryl McNicholas at 406-994-3599 or



MSU Travel Policy