Travel

Qualifying for Travel Fellowship

1. You must also apply for $400 travel award from the Grad School at least 4 weeks prior to travel
2. You have to be presenting something (i.e. poster or talk) at a conference
3. You must provide some proof of the presentation. (i.e. abstract book or link)
4. This is not intended for courses, training, or collaborations
5. Any amount in excess of the graduate school and departmental award must be reimbursed from a PI account
6. You must follow the directions in the below Travel Award Checklist for approval, travel arrangements, and reimbursements

CBC Graduate Student Travel Fellowship/Reimbursement process

Pre-Travel

• Discuss appropriate conferences with your PI and get permission for travel and estimated expenses.
• Submit travel authorization in Ignite 1 month prior to leaving
  •  https://www.baylor.edu/procurement/index.php?id=972406
• Apply for grad school travel award (up to $400) 4 weeks prior to leaving
  •  https://www.baylor.edu/graduate/index.php?id=959182
• Book hotel, flights, conference registration, etc
  • Book flights at least 6 weeks prior to reduce costs
    • If you are staying at a hotel within Texas, Baylor is Tax Exempt. Please fill out and print the Hotel Occupancy Tax Exempt form and present it to the hotel upon check-in.
      • https://www.baylor.edu/procurement/index.php?id=972406

Travel

• Maintain ALL receipts
• Daily food per diem is $54
  • Breakfast: $13
  • Lunch: $15
  • Dinner: $26
• Utilize cost-effective transfers to/from the airport (i.e. conference arranged buses/shuttles)

Post Travel (within a week of return)

• If you traveled and did not present, please contact the Grad program coordinator to help walk you through the Ignite reimbursement.
  • Scan ALL receipts
    • Receipts must be in a PDF format
    • Create an expense report for each receipt
      • https://mediaspace.baylor.edu/media/0_m26wmrku 
• Total the amount spent minus the Grad School award
  • Mileage reimbursement is 0.65 cents to the mile
    • Please email Emily Jessup (emily_jessup@baylor.edu)to set up a time to assist you through the Ignite reimbursement.
• The reimbursement will be directly deposited into your bank account.

**If you are traveling in May, please submit all information ASAP.