Travel
Qualifying for Travel Fellowship
Click HERE to apply to the departmental travel award. This must be done before you leave.
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The departmental travel award is a onetime $400 award
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You must also apply for $400 travel award from the Grad School at least 4 weeks prior to travel
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You have to be presenting something (i.e. poster or talk) at a conference
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You must provide some proof of the presentation. (i.e. abstract book or link)
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This is not intended for courses, training, or collaborations
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Any amount in excess of the graduate school and departmental award must be reimbursed from a PI account
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You must follow the directions in the below Travel Award Checklist for approval, travel arrangements, and reimbursements
CBC Graduate Student Travel Fellowship/Reimbursement process
Pre-Travel
Baylor University Travel Policies and Procedures
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Discuss appropriate conferences with your PI and get permission for travel and estimated expenses.
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Submit travel authorization in Ignite 1 month prior to leaving. This is mandatory as failure to do so will cause issues with reimbursements after travel. Please work with your Financial Administrator to submit this (see below).
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International travel forms need to be submitted 2 months prior to departure
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Apply for grad school travel award (up to $400) 4 weeks prior to leaving.
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Apply for the departmental travel award.
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Book hotel, flights, conference registration, etc
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Book flights at least 6 weeks prior to reduce costs.
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If you are staying at a hotel within Texas, Baylor is Tax Exempt. Please fill out and print the Hotel Occupancy Tax Exempt form and present it to the hotel upon check-in.
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Travel
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Maintain ALL receipts
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Utilize cost-effective transfers to/from the airport (i.e. conference arranged buses/shuttles)
Post Travel (within a week of return)
Contact the Financial Administrator for your group to help walk you through the Ignite reimbursement.
Tammy Sailer: Wood, Romo, Pinney, Trawick
Garrett Cates: Cyran, Farmer, Martin, Solouki, Min, Trakselis, Clinger
Rick Joy: Bellert, Shaw, Manzarares, Kane, Shuford, Chan, Romero, Gallagher
If you are traveling in May, submit all information ASAP.
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Scan ALL receipts.
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Receipts must be in a PDF format
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Create an expense report for each receipt
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Total the amount spent minus the Grad School award
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When applying for the departmental travel award, you must have all your expenses compiled in a spreadsheet. The award will not be processed if not in this format.
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The reimbursement will be directly deposited into your bank account.
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If the total spend exceeds both the Grad School Travel award and Departmental, the remaining amount will be charged to your PI's grant, contact a financial administrator to file a reimbursement to Ignite.