GUIDELINES Graduate Student Travel Funded by The Graduate ...

GUIDELINESGraduate Student TravelFunded byThe Graduate School of Arts and Sciences and the School of EngineeringIn Partnership with the Graduate Student CouncilTravel reimbursements for category A are funded from the Graduate School of Arts and Sciences and theSchool of Engineering. Reimbursements for category B are funded by the Graduate Student Council. Thefunding is awarded on a first-come, first-served basis and only one award per student per academic year(July 1 – June 30) is allowed.Travel Reimbursement Requests can be made for the following:A. Travel to present work at a technical conference or professional meeting:For graduate students whose paper or poster/presentation on their research has been accepted to atechnical conference or professional meeting. This award consists of reimbursement of expenses up to$400.Documentation required at time of application: conference name and website, copy of conferenceacceptance of the paper/presentation, title and authors list for the paper/presentation.B. Travel to attend a technical conference or professional meeting:For graduate students traveling to professional meetings from which, as determined by their advisors, theywill derive significant educational benefit even though they are not presenting work of their own. Thisaward consists of reimbursement of expenses up to $200.Documentation required at time of application: copy of conference announcement or registrationpage that includes the date and place of event.Graduate students traveling for the purpose of collecting dissertation or thesis–related data, or for thepurpose of other research, may apply to the Graduate Student Research Award competition held at thebeginning of the fall and spring semesters. Seehttp://gradstudy.tufts.edu/researchteaching/opportunitiesattufts/researchgrantsaid.htm for moreinformation.PROCEDURES1. Complete travel request form. (Available online at:http://gradstudy.tufts.edu/documents/research_travel.pdf, from the departmental staff assistant, or fromthe Dean’s Office in Ballou Hall.)a. Completed forms should be sent to Phoebe Heyman in the Dean’s Office, Ballou Hall, alongwith the required documentation per the above guidelines.b. Forms must be received at the Dean’s Office at least 2 weeks prior to departure.2. Confirmation of funding via official award letter will be sent to the traveler by email prior todeparture along with the necessary reimbursement forms.3. When traveler has returned, he or she must complete a University Travel Expense Form and send toPhoebe Heyman in the Dean’s Office in Ballou Hall, with receipts attached for all listed expenses. Only

original receipts will be accepted. Receipts may include: printout of online air and or hotel reservationshowing record of payment, paid hotel bill, boarding pass, receipts for taxis, meals, conference fee, etc.Air travel requires two proofs of travel (e.g. record of payment and boarding pass; flight reservation andcredit card statement).4. In some cases the student’s department and/or a grant may offer supplemental funding to this award.However, one expense form should be used for the reimbursement of expenses for the same trip.5. Form and receipts for reimbursement must be submitted within 2 months of return from travel.Except for special circumstances if the form is not received during that time period, the grant may beforfeited.6. If the trip is not taken for any reason, notify Phoebe Heyman as soon as possible. Contact with anyquestions (phoebe.heyman@tufts.edu, x74191).