Travel/Reimbursements

Click HERE to fill out the grad travel form. Use this form for both travel for research travel and applying for the Chemistry Department Travel Award.

Qualifying for Travel Fellowship

1. The departmental travel award is a onetime up to $400 award based on expenditures and will be awarded post travel.
2. You must also apply for $400 travel award from the Grad School at least 4 weeks prior to travel (Graduate School Travel Award). This award can be applied for twice in one year.
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 (FA) 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.
    • Travelocity, Expedia, and similar sites will not be reimbursed as they do not provide an itemized receipt.
  • AirBnB and VRBO rentals are prohibited and will not be reimbursed.

 If you have any questions on what is reimbursable or not please reach out to your assigned FA.

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)

To receive the travel award, you must start the reimbursement process with your assigned FA. The travel award will be distributed post travel based on travel expenditures. 

Chemistry and Biochemistry Expense Reimbursement

Caty Whitman: Chan, Shaw, Wood, Trakselis, Bellert, Korendovych, Makhlynets, Hudnall, Romo, Kane, Larson, and Madsen

Lauren James: Clinger, Romero, Gallagher, Maggard, Shuford, Solouki, Martin, Min, Boucher, Farmer, Pinney, Trawick, and Kevlishvili

If you are traveling in May, submit all information ASAP to your FA.

• Scan ALL receipts.
  • Receipts must be in a PDF format
    • Mileage reimbursement is 0.65 cents to the mile
• The reimbursement does go through financial aid to your 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.
• Travel reimbursements are distributed based on individual expenses post travel. If there is a cheaper option, you will not be reimbursed if you choose the more expensive route.