Travel/Reimbursements
Qualifying for Travel Fellowship
Click HERE to apply to the departmental travel award. This must be done before you leave.
- The departmental travel award is a onetime $400 award
- You must also apply for $400 travel award from the Grad School at least 4 weeks prior to travel
- You have to be presenting something (i.e. poster or talk) at a conference
- You must provide some proof of the presentation. (i.e. abstract book or link)
- This is not intended for courses, training, or collaborations
- Any amount in excess of the graduate school and departmental award must be reimbursed from a PI account
- 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).
- International travel forms need to be submitted 2 months prior to departure
- Apply for grad school travel award (up to $400) 4 weeks prior to leaving.
- Apply for the 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.
- Book flights at least 6 weeks prior to reduce costs.
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)
Contact the Financial Administrator for your group to help walk you through the Ignite reimbursement.
Tyler Fritch: Chan, Romero, Shaw, Wood, Bellert, Korendovych, Makhlynets, and Hudnall
Jacob Contreras: Larson, Clinger, Gallagher, Maggard, Shuford, Solouki, Martin, Min, Boucher, Kane, Farmer, Pinney, Trawick, Trakselis, Romo, Teaching Labs, Yoon, Department, and Baylor Synthesis
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
- 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.
- 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.