Graduate Student Travel Assistance Allocation Guidelines

Application

The application for graduate student travel must be completed by your major department’s administrative assistant and is available via: emporia.link/travelrequest

Eligibility

Funding will be given to graduate degree-seeking students enrolled in a minimum of 6 cr. hrs. and presenting/participating at a professional meeting/conference. Presentation/participation is defined as one or more of the following:

1. Presentation of paper by the applicant. Only one student eligible presenting with a group.
2. Discussant on a panel or round table discussion.
3. Workshop director or moderator.
4. Presentation of original work, such as art, design, a music recital or a poster presentation.

Procedures

Graduate Student Travel Assistance Applications are available via emporia.link/travelrequest in Onbase. Please note, the form must be completed by your major department’s administrative assistant.

If presenting at a professional meeting/conference, students must submit a one-page abstract of the work to be presented along with the application. If participating at a professional meeting/conference, students must submit proof of participation along with the application. If several students are making the same presentation at a conference, only one student can apply and receive travel funding for the presentation.

Prior to making travel arrangements, students must check with their major department’s administrative assistant regarding state travel rules and regulations.

It is the student’s responsibility to notify the appropriate department office of any allocation received and provide any relevant information or receipts needed by the department office for the preparation of necessary travel requisitions and reimbursement vouchers. All travel requisitions and reimbursement vouchers must be routed through the Graduate School for approval. In order to collect on reimbursement vouchers, all necessary paperwork must be received by the Graduate Office within 30 days from the last date of the conference attended by the applicant.

Information on the conference, such as a photocopy of registration materials, verifying the student's participation in the conference must be submitted with the travel requisitions and reimbursement vouchers.

Funding

No travel advances will be granted.

Funding shall not exceed $250 for presenting/participating at an in-state conference, $500 for presenting/participating at an out-of-state conference, and $700 for presenting/participating at an international conference.

Funding will be reimbursed for only one travel per student, per academic year. Funds will be used at time of travel, funds not used will not be carried over.

Funding will be done on an annual basis and will be determined by the Dean of the Graduate School and Distance Education.