Travel

Qualifying for Travel Fellowship

Click HERE to apply to the departmental travel award. This must be done before you leave. 

1. The departmental travel award is a onetime $400 award

2. You must also apply for $400 travel award from the Grad School at least 4 weeks prior to travel

3. You have to be presenting something (i.e. poster or talk) at a conference

4. You must provide some proof of the presentation. (i.e. abstract book or link)

5. This is not intended for courses, training, or collaborations

6. Any amount in excess of the graduate school and departmental award must be reimbursed from a PI account

7. 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

• Discuss appropriate conferences with your PI and get permission for travel and estimated expenses.

• 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).

  • Baylor University Travel Information

  • Ignite 

• International travel forms need to be submitted 2 months prior to departure

  • International Travel

• Apply for grad school travel award (up to $400) 4 weeks prior to leaving.

  • Graduate School Travel Award

• Apply for the departmental travel award.

  • Departmental Travel Award

• Book hotel, flights, conference registration, etc

  • Book flights at least 6 weeks prior to reduce costs.

    • 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.

Travel

Travel

• Maintain ALL receipts

• Meal Reimbursements

• Utilize cost-effective transfers to/from the airport (i.e. conference arranged buses/shuttles)

Post Travel (within a week of return)

Ignite

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.

• Scan ALL receipts.

  • Receipts must be in a PDF format

  • Create an expense report for each receipt

    • Create an expense report

• Total the amount spent minus the Grad School award

  • 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. 

    • Mileage reimbursement is 0.65 cents to the mile

• The reimbursement will be directly deposited into your bank account.

• 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.