Student Travel Grants
Student Travel Grants (STGs) of up to $1000 help defray costs associated with attending professional conferences/exhibits/performances for the purpose of presenting research results and other scholarly or creative activities. Currently enrolled undergraduate and graduate students who have been accepted to present can apply (funds are not available to simply attend without presenting).
Beginning Fall 2013, students may request no more than three STGs over the course of a student’s academic career (which would reset in situations where an undergraduate student becomes a graduate student).
In the case where there are multiple students associated with a single presentation (co-authors), funds will be awarded only to the student(s) actually presenting. If there are co-presenters (two students giving the actual presentation), each of the two students will be awarded a maximum of $500 ($1000 total). Creative activities such as group performances (where multiple students perform as a unit and each student has a unique and critical role to play) will be funded using this formula: a 5% decrease per additional student up to 15 students. Groups of 15 or more students would be funded at 30%, up to a maximum of $8000 for the group.
All expenses (up to $1000 total including meals/fuel) will be reimbursed by check upon return from the meeting and submission of all receipts (see details below). Meal allotments will not exceed $50 per day. Sometimes, departments choose to pay for registration, airfare, and/or hotel (Travel Cards are available to faculty mentors to reduce out-of-pocket expenses). If faculty mentors will be traveling with the student, expenses should be kept separate (i.e.: receipts). Alcohol is not considered a reimbursable expense. See Travel Information for details regarding pre- and post-travel processes.
Applications should be submitted 2-3 weeks prior to the travel date. If possible, evidence that the student has been accepted to present should be supplied along with the application.
The student must complete and submit the application (not the faculty mentor).
- Student will complete the STG Application Form (Word 2007 required to complete form). For groups (3 or more students performing as a unit), please complete the group signature page.
- Have your faculty mentor complete the Faculty Recommendation Form (Word 2007 required to complete form).
- The primary presenter must provide a document verifying that you have been accepted to present at the event. This evidence must include the student's name, name of event, and confirmation that the student is presenting.
- Final approval for funding will only be granted upon receipt of this evidence.
- Submit both signed forms together, as a packet, to Linda Sanders in person at the Dick Smith Library Room 143 or by campus mail at Box T-0460.
- Documents without original signatures will not be accepted.
Try to submit your application 2-3 weeks before the event. Grants will be awarded as soon as the application can be reviewed.
Guidelines and Restrictions
- Please view Travel Information with your faculty mentor or departmental administrative assistant before planning the trip.
- Faculty mentors can obtain Travel Cards for use in charging travel expenses to reduce students' out-of-pocket expenses.
- Reimbursements will only be made for any expenses documented by original receipts.
- Use of personal vehicle: reimbursement will be made for fuel expenses only. Receipts will be required for reimbursement up to $200 for fuel expense. In general, the state's four-to-one rule will be used when more than one student is traveling to the same destination.
- The four-to-one rule refers to the Texas Comptroller of Public Accounts' four-per-car rule that states that when there are four or less travelers on the same trip, only one may be reimbursed for mileage.
- Airfare: zero-balance receipts will be required for reimbursement.
- Meals: students will be reimbursed for no more than 3 meals per day according to GSA.gov. Itemized receipts will be required for all meals (in other words, the receipt must list the specific food items ordered). Receipts should not contain alcohol purchases. Any meals included with conference registration will be deducted from the 3 meal total for that day.
- Conference: conference receipts must be itemized to show any other expenses that may have been paid in addition to the registration fee (such as meals and housing).
- Hotel: rates that are within reasonable variance of the state rate are acceptable. You MUST acquire an invoice from the front desk when you check out. Request 'tax-exempt status' when paying in-state hotel bill (take this form with you and submit to the hotel when checking out). Otherwise, taxes cannot be reimbursed.
- Conference and hotel receipts MUST indicate 'zero balance' demonstrating that the balance has been paid in full. Non-zero balance receipts can not be accepted. Hotel receipts must be obtained from the front desk upon checkout; otherwise they will not be zero balance receipts.
- Refunds will be made in the form of a check issued to the student.
- Faculty mentors can obtain Travel Cards (open in Internet Explorer) for use in charging travel expenses to reduce students' out-of-pocket expenses.
- Prior to travel, read and understand the Student Travel Regulations. If you have questions about student travel, contact the Assistant to the Vice President of Student Affairs (not OSRCA).
- If a cash advance is requested, the Cash Advance Form must be submitted to Linda Sanders for signature (by campus mail at Box T-0460). In order to obtain the cash advance, the signed Cash Advance form must be delivered by the student to the Cashier (in the Administration building) immediately prior to departing for the conference.
- Upon return, original receipts must be delivered to the person overseeing the student's travel reimbursement. If Concur is being used, this may be the departmental administrative assistant. Otherwise, deliver receipts to Linda Sanders (Library 140) for the appropriate paperwork to be completed.
- Travel must be completed while the student is still enrolled as a student.
- Tarleton Rules and Procedures regarding student travel must be followed.