If you receive the award, please review the following information.
Claiming Your Award:
Please contact your department to claim your award; contact information for the departmental travel officer will be included in your award email. They will work with you to complete a Travel Authorization (TA) form in advance of any purchases or travel, as well as complete a Travel Reimbursement (TR) form when you have made all purchases for the trip.
- TAs are confirmation that your travel is approved and that your expenses will be covered by the university. These should be completed at least one week before your travel start date but should be done as soon as possible.
- TRs are the documentation for the expenses you accrued that will be reimbursed. Your department will not be reimbursed by the Office of Research until a TR is filed.
- The index for the URF program of the Office of Research is included in your award email, which should be used in the TA and TR forms.
It is important that you contact your department before you take any other steps, as each department has a system in place for student travel and you need to follow their guidelines in order to be eligible for your funding. Your department will manage their share of your award as well as the funding provided by the Office of Research.
Departments vary on how they handle travel purchases. It may be expected that you will make the purchases and submit your receipts to be refunded after your travel; many departments prefer to make the purchases on your behalf. Work with your department to ensure that the process for handling your travel expenses is clear and feasible.
University funds can be used for:
If you have other travel-related expenses that are not listed here, please contact your department to confirm that they are eligible.
All expenses (other than per diems and mileage) require an itemized receipt to be eligible for reimbursement. Expenses accrued above the combined departmental and Office of Research award limit will not be reimbursed.
Before You Travel:
All students, faculty and staff traveling with funding from the university must abide by all USU policies regarding travel. Please carefully review these here. Students traveling internationally must also purchase International SOS insurance. Learn more about international travel requirements here.
During Your Trip:
Within a week of attending their event, you are required to submit pictures to document your experience for the Office of Research. This can be a picture of you presenting, attending other parts of the conference, sightseeing, or otherwise enjoying travel and the conference. Group pictures are welcome, but we ask that you include the USU-affiliated group members’ names in your caption for inclusion in any posts we share.
Submit your pictures here!
You will receive an email reminder after your trip to complete this requirement, as well.
The best pictures will be featured on our social media channels and may prompt follow-up contact for longer profiles on their research and travel experience! Students are also encouraged to share their experiences on their own social media channels using #AggieTravel and tagging Undergraduate Research (Twitter @USU_UR or Facebook @USUUR).
After You Travel:
When you have completed your travel, you need to submit all financial documentation (including itemized receipts) to your department so that they may complete your Travel Reimbursement form.
All expenses up to the amount of the award must be posted to the Office of Research index within 60 days of the conference start date in order to be reimbursed. Expenses not submitted by that time will be the responsibility of the department and/or student. A reminder following the conference will be sent to the department to ensure this step is completed.
If the full award is not used for approved and documented expenses, the remaining combined award will be returned 1:1 to the Office of Research and the department.