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Travel to professional Meetings

Support For Travel to Professional Meetings

Beginning October 2013, students who would like to apply to receive Baylor funding to attend and present at professional meetings should follow the process outlined below.

Eligibility: In order to be eligible for support from the Graduate School, students must meet the following criteria:

  1. The student must be formally registered for at least one credit hour at Baylor University during the semester in which the presentation is made. Summer requests can be based on registration for the following fall semester.
  2. The student must be presenting his or her own research and be identified with Baylor University at the conference.
  3. The student must provide proof of acceptance: This may be in the form of an acceptance letter or e-mail, or a copy of the page of the conference program which lists the student's presentation.
Instructions for Students
To Apply:
  1. Email a completed application form to GSTA@baylor.edu at least four weeks prior to travel.
  2. Provide proof of acceptance in the form of an acceptance letter or e-mail, or a copy of the page of the conference program which lists the student's presentation. This may be forwarded, or scanned and emailed, to GSTA@baylor.edu.
  3. Provide a brief statement of support from the student's major professor. This should be emailed to GSTA@baylor.edu.
  4. When the application is approved, the Graduate School will initiate a voucher for the approved amount, paid directly to the student. Payment will not be issued to the student any earlier than two weeks from the departure date.

During Travel:
  1. Keep all original receipts for expenses incurred.
  2. Include itemized receipts for single meals over $45.
  3. Keep meal expense at or below the $45 per day limit.

Upon Return:

Within 15 days, submit an Expense Report (see #3 below) and all original receipts to your department in order to account for and substantiate your travel expenses in accordance with the Baylor University Travel and Entertainment Policies and Procedures.

Instructions for Departments
  1. When the application is approved, the Graduate School will initiate a voucher for the approved amount, paid directly to the student. Payment will not be issued to the student any earlier than two weeks from the departure date.
  2. Prior to travel, the department will provide the student with a tax exempt form for hotel stays within the state of Texas.
  3. Upon return, the department will, as needed, assist the student in completing an electronic Expense Report. Although the wording says otherwise, the amount awarded by the Graduate School must be noted on the Expense Report on the line that asks "Did you receive a fee, honorarium or expense reimbursement from other than Baylor?"
    • If the Expense Report shows that travel expenses were greater than the amount awarded by the Graduate School, but there are no plans to reimburse the student from departmental funds or other accounts (e.g., grants), then the department should keep the Expense Report without forwarding it to Accounts Payable.
    • If the Expense Report shows that travel expenses were greater than the amount awarded by the Graduate School, and the department or other source will be reimbursing the student for the additional expense, then the department should submit the Expense Report to Accounts Payable within 15 days of the student's return from travel. (This will ensure that the student receives the additional funds.)
    • If the Expense Report shows that the student's expenses were less than the amount provided by the Graduate School, the department should collect the difference and deposit the funds into the Graduate School (9389xx) account. A copy of the deposit receipt should be forwarded to the Graduate School.
  4. Expense Reports and supporting documentation will be maintained by the department and are subject to internal audit.