Travel Funding Sources: Graduate students are eligible for support by the Office of Graduate Education Travel Fund up to $500 once every 2 academic years. Graduate and undergraduate students are eligible for travel support by CASE Travel Grants up to $500 once per academic year. Graduate and undergraduate students are eligible for travel support by the Department of Chemistry (DOC) Research Incentive Fund up to $500 per academic year.
DOC Research Incentive Fund Travel Support: Graduate and undergraduate students are eligible for travel support by the Department of Chemistry (DOC) Research Incentive Fund (department SRI) up to $5,000 per academic year. DOC will support funding in place or in addition to Graduate School and/or CASE support. DOC funds will be limited to no more than $500 per research group per academic year (August 1-July31). DOC travel support for regional meetings is up to $250 and for national meetings is up to $500.
The application is simple: (1) Fill out the DOC Application and Travel Authorization Form supply a budget and then after trip fill out and submit receipts on the Chemistry Department Travel Reimbursement Form. (2) Supply evidence of authorship or co-authorship on a presentation (Poster, Oral Presentation) and/or participation in a DOC sanctioned recruiting event. (3) Email information re/items (1) – (2) to firstname.lastname@example.org. Applications will only be accepted one week before the conference. Decisions are made in the DOC Office solely based on completeness of submission of the requested information. Reimbursements will be made after submission of receipts.
Steps to responsible Travel Planning and for applying for Travel Funding:
1) Prepare a GA/GTA substitution request and get approvals
2) Apply for travel authorization through the department
3) Collect receipts for reimbursement fill out the Chemistry Department Travel Reimbursement Form and upload receipts on the reimbursement form
Detailed instructions for each step are included below.
In general, any kind of travel should be scheduled and planned to avoid or minimize interference with graduate student employment as a GA/GTA/GRA. This applies both to business travel (conference, interview, collaboration, etc.) and personal travel (holidays, vacation, etc.) Personal travel should be limited to breaks between semesters. Note that GA/GTA/GRA employments begin weeks before the start of the teaching semester and end weeks after commencement.
If the graduate student travel occurs during a GRA employment period, the travel plans need to be discussed and approved by the graduate student’s adviser before travel plans are finalized.
If the graduate student travel occurs during a GA/GTA employment period, the travel plans need to be discussed and approved by the graduate student’s adviser as well as the faculty directing all affected GA/GTA activities. Graduate student X on GA/GTA employment must find a substitute Y to fill his/her function during the time of travel and demonstrate that the substitution is possible without any overlap conflicts. The requested substitute Y needs to be named. The requested substitute Y must be approved by the faculty directing the GA/GTA employment of traveler X, by the research adviser of substitute Y, and by the faculty directing the GA/GTA employment of Y (if any).
The GA/GTA substitution permissions need to be collected with the online Graduate Student Travel and GA/GTA Substitution Request Form. All approvals are required before travel plans are finalized. Failure to do so will be recorded and will reduce eligibility for future GA/GTA employment.
Things to Note: If you are reimbursed and do not participate, you will have to pay the university back. If the trip is cancelled, you will also have to pay the university back for reimbursements and these will be attributed to the correct MOCODE. No itineraries or estimated expenses will be accepted as proof of payment, all must be on the chemistry department travel reimbursement form and itemized final receipts attached.