TRAVEL/RESEARCH FUNDING GUIDE

Transcription

1 TRAVEL/RESEARCH FUNDING GUIDE The College of Graduate Studies (CGS) is pleased to announce support for graduate students presentation or research-related travels for academic year. FUNDED EXPENSES Travel Accommodation Conference Registration Registration/Accommodation Combination (if applicable) GUIDELINES FOR PRESENTATION-RELATED TRAVELS For all travel, you must submit an approved travel request through Concur prior to traveling. Covered costs include: airfare, ground travel, checked baggage fees, shuttles, taxis, parking, etc. Expenses must be necessary & directly related to attending the conference. Submit to CGS the time and date of departure and arrival to and from your destination; this is required regardless of travel by air or ground. Prior to or post travel. Air Travel: Submit boarding passes and an itinerary from all flight(s) Ground Travel: Note: You must prove that driving is less expensive than air travel. Inform CGS of your approximate time of departure Reimbursement is by mileage of the total trip (applies to use of personal vehicles) Rate: $0.54 / mile (rate may vary dependent upon economic changes) Submit printed directions and mileage calculation from your starting point to your destination using a service such as Google Maps CGS will not reimburse gasoline receipts for personal vehicle use If sharing rides with fellow travelers, only the person who is providing the vehicle can be reimbursed for mileage 1

2 Rental vehicle reimbursement: Reimbursement for rental fees but not for fees that are optional (insurance, GPS, upgrades, etc.) You may submit gasoline receipts for reimbursement o Only the person named on the rental agreement and requesting reimbursement for the rental vehicle can be reimbursed for gas receipts If a conference coincides with a vacation, personal business, or other departmental travel, you should research the cost of travel from your starting location directly to and from the conference location and print the most cost effective comparison Ex: If you are attending a conference and then staying an additional week for leisure, you should use an airline booking service (i.e. Expedia, Price Line, Travelocity, etc.) to calculate the booking costs to the flight you would have been using if only going to and from the conference without the additional travel destinations Print a copy of the direct flight itinerary and submit this information with receipts for travel reimbursement upon return Prior to travel: Submit in writing the reason for not returning directly Get approval from CGS for your new deadline for receipt submission ACCOMMODATION/LODGING CGS will reimburse lodging expenses for the duration of the conference plus one (1) additional day before and after the conference. Should the travel logistics necessitate extended accommodation: Submit an itemized receipt showing all hotel expenses and method of payment CGS does not reimburse for additional optional hotel costs (internet use, phone calls, secured storage fees, etc.) If sharing a room amongst other travelers, each applicant must show proof of his/her own payment. See the Splitting Costs with Other Travelers section for more information 2

3 CONFERENCE REGISTRATION CGS will reimburse for costs of registering for the conference. Submit a receipt showing that your payment was made for attending the conference and not for other related conference expenses CGS does not reimburse for costs of membership to any organizations, abstract or tuition fees for courses or extracurricular events offered at the conference REGISTRATION/ACCOMMODATION COMBINATION Some conferences include lodging in the cost of registration. A receipt for such combinations should be itemized. EXPENSES NOT COVERED BY CGS Meals Alcohol (alcoholic beverages) Tips Presentation materials (poster fees, abstract fees, test tubes, etc.) Travel insurance Ticket changes due to traveler s request Phone calls Internet fees Additional optional rental car fees (see Travel ) Additional optional hotel costs (see Accommodation/Lodging ) Additional optional conference costs (see Conference Registration ) Other incidental fees or receipts that will be reimbursed or paid ahead of time by your PI, department, or other sources of funding PROOF OF PARTICIPATION Prior to being awarded travel funds, you must submit proof of your research presentation acceptance from conference organizers (letter of acceptance). SPLITTING COSTS WITH OTHER TRAVELERS Many travelers split costs of large expenses between two or more travelers. Splitting costs is NOT accepted unless it is approved by CGS prior to your purchase. Vehicle rentals and mileage reimbursements are not approved for shared expenses Each person requesting reimbursement must submit proof (an original receipt) of his/her payment for each shared expense 3

4 CAPS FOR REIMBURSEMENT The amount of money that CGS will reimburse for research travel funding is dependent upon three factors: 1) Whether or not you are presenting 2) The geographic location of the conference 3) Completion of expense request forms and receipts These amounts are subject to change based on budget changes and other financial adjustments. GUIDELINES for Research-Related Travels Request for nonconference travel to support research and other research expenditure requests will be considered. Also, requests for research-related travel support will be considered. Funding for such items will be based on: Scholarly merit and feasibility of the project The project s adherence to the criteria for scholarship in University Statement C1.04 Overall clarity of the research proposal Soundness of the research methodology Indication that the project will contribute to the advancement of knowledge in the field Potential that the project will result in completion of degree requirements Reasonableness of the work plan Appropriateness of the proposed budget in terms of the work plan and anticipated outcomes Whether or not the researcher needs to travel for data collection or other reasonable reasons. Whether or not the proposed travel is indicated in the study s IRB application (Please submit a copy of your IRB application or amendment form and highlight the corresponding area(s). Instructions & Deadlines Submit to: grow@tamucc.edu Deadline: Evaluation of applications will begin October 17 and continue for until funds are exhausted. Funds will be available upon award and must be expended by August 8, 2017 Award limit: Up to $1000 4

5 Number of Awards: Based on availability of funds Multiple Applications: Students are permitted to submit multiple applications. The combination of awards you will receive, however, cannot exceed $