Graduate Travel Funding

Update: The School of Graduate Studies will now be funding virtual travel. This funding will cover the cost of registration. Departments are still required to match funds.  

In the face of concerns about COVID-19, no new travel awards will be finalized. You may still submit a request for funds, and funding requests will continue to be considered in the order in which they are received. However, award notifications will not be sent out until more is known about the risks of travel to various locations.

As per President Cockett’s notification of March 11, all university-related travel, whether domestic or international, MUST be cancelled or postponed through April 8, 2020.

If you received a travel award for travel in the next two months, and if you have already purchased tickets or paid for registration or a hotel room:

  1. If the meeting is cancelled, or if you choose not to travel because of a concern about exposure to COVID-19, send an email to Erika Beckstrand (erika.beckstrand@usu.edu) indicating that you are cancelling the trip. Graduate School funds that have not been spent will not be available for other travel. Awards were made for travel to a specific meeting or conference, and students should not assume that they can use SGS travel funds for a different purpose. If a meeting is rescheduled, send confirmation of the new time/location to Erika Beckstrand
  1. If you spent personal funds for nonrefundable travel expenses, SGS will honor an appropriate share of the expense (based on the 1:1 match that is required from your department). Send details of nonrefundable expenses, including confirmation that the funds will not be reimbursed, to Erika Beckstrand. If an airline provides a voucher, or credit, in place of a refund, SGS expects you to use that voucher towards comparable research-related travel, and reduce any future travel reimbursement request accordingly. You must provide evidence of a voucher, including the amount of the voucher, if you request reimbursement for nonrefundable travel expenses for a cancelled trip. When you use that voucher for a different trip, report that travel to Erika Beckstrand.

The Graduate Student Travel Award promotes student involvement in their disciplines by partially funding travel costs associated with professional presentations at regional, national, and international conferences.

Presenting at conferences as a graduate student helps you network with other researchers, practice communicating your research, build your CV, and prepare for your job search.

Each year, the School of Graduate Studies (SGS) allocates $50,000 to the Travel Award program. A portion of this funding is allocated for travel in each calendar month, and, for each month, funds are allocated on a first-come, first-served basis.

The maximum amount of funding from SGS, per student, is as follows (note that funds must be matched dollar-for-dollar from a department or other university source, conference travel-grants can be used for the match):

  • International Conference: $400 from SGS
  • National Conference: $300 from SGS
  • Regional Conference (i.e. conferences held in UT, ID, WY, CO, NM, AZ, NV): $200 from SGS

SGS Travel Awards may cover costs in any of the following categories:

  • Conference registration
  • Airfare (actual costs as supported by detailed receipts)
  • Hotel (actual costs as supported by detailed receipts; no incidentals)
  • Mileage
  • Per diem
  • International Travel Insurance
    • All full-time graduate students are eligible to apply for an SGS Graduate Student Travel Award.
    • You will only be considered for funding if you are accepted to present.
    • You may apply to travel multiple times per fiscal year (July to June) but will be funded only once during that year.
    • In total, you are eligible to receive an SGS Travel Award twice during a master’s program and three times during a doctoral program.
    • Only one student per presentation/poster will be funded, though multiple students may be funded to attend the same meeting/conference.
    • If a presentation has co-presenters, the student’s designated department may agree at any time that the Graduate Student Travel Award funding may be split between the two presenters.

Matching Funds

Travel awards must be matched dollar-for-dollar from a department or other university source.

Proof of Acceptance to Present

You must be listed in the conference program and must provide proof of acceptance at the time of application. Typically, students are notified by email that they have been accepted to present or perform and such an email would qualify as proof of acceptance. Similarly, being listed in a conference program would be acceptable as proof of acceptance to present.

International Travel

Students traveling internationally must purchase the University’s SOS insurance.

Share Your Experience

While attending the conference, you are expected to take a photo of yourself to document your experience. Following acceptance, you will be sent a link to an online form where you can upload and caption your photo. You are expected to complete this form within a week of the conference end date.

The photo will be featured on SGS’s social media. You are encouraged to share their experience on their own social media channels using #AggieTravel

To apply, students are required to complete a web-based form in ServiceNow (Click “Apply Now”) at least two weeks prior to the date of travel. The form requires the following information:

  • Your information: First and Last Name, A#, Department
  • Conference information: The conference title, location, and dates
  • Presentation information:
    • All authors
    • The title of the presentation
    • Presentation format (poster / oral presentation / performance)
  • Proof of conference acceptance: You must be listed in the conference program and must provide proof of acceptance at the time of application. Typically, you are notified by email that you have been accepted to present or perform and such an email would qualify as proof of acceptance. Similarly, being listed in a conference program would be acceptable as proof of acceptance to present. This must be uploaded as a PDF attachment when you submit your request.
  • Matching Funds: Source of matching funds

Upon submission, you will receive an automated email confirmation that your application has been received. You will be notified of the outcome of your request (approved, denied, or incomplete), typically within 10 working days.

Approved Applications: Travel Authorization

Travel Authorization (TA) forms are to be submitted by your home department.

Deadlines

Given that allocation decisions are made on a first-come / first-serve basis, early application is strongly encouraged.

Applications must be submitted at least two weeks prior to conference travel.

Proposals may be submitted any time once formal proof of acceptance has been received.

Apply Now

Contact

Erika Beckstrad

(435) 797-3741
Erika.beckstrand@usu.edu

Janis Boettinger

(435) 797-8176
janis.boettinger@usu.edu

Recipients of the travel award have traveled all over the country and world to network and present their research.