Conference Travel

Travel Support for Undergraduate Research

The Undergraduate Research Center strives to support students in dissemination of their research.  Undergraduates who have received a URECA grant and are accepted to present their research at a regional, state, national, or international conference are eligible to receive travel funding. 

Below are some policies related to travel funding:

• URC travel funding is limited to students who have received a URECA grant. 
• Students must be presenting on their current URECA research or creative project.  
• URECA students are eligible to request a maximum of $300 for domestic travel and $400 maximum for international travel over the course of an academic year (July 1st of the year through June 29th of the following year).
• Awarded travel funds are payable on a reimbursement basis only for assistance with lodging, travel, and registration fees. Meals and other expenses are not covered.
• All applications must include at least one other source of funding (i.e. departmental support, academic college, Honors college, etc.) to ensure costs are shared by the URC and other sources. 
• The MTSU Travel policy states, “Travelers must exercise good judgment and conduct all aspects of travel in a cost-efficient manner.” For example, opt for the least expensive mode of transportation and, if reasonable, car-pool when traveling as a Team.

Application Process (Prior to travel)

To apply for these funds, you need to complete two forms:

1. URC Conference Travel Application include documentation of the invitation to present AND
2. Travel Authorization Form (This form is not required for travel within the state of Tennessee.)
   • This form must be summitted 30-days before domestic travel or 60-days before international travel
   • This form will not be processed until the URC Travel Application form (listed above) has been submitted.
   • Be prepared to attach screenshots of all estimated expenses as one PDF document. Note: Meals are not a covered expense.
   • Prior to filling out this form, please email Casey Penston at Casey.Penston@mtsu.edu to obtain the specific Index and Account codes and approvers.
   • You will be notified by email within a few days after submission if your request to travel has been approved. If approved, the correspondence will include your travel authorization number (TA).
   • *Helpful hint: Form submissions are timed. If more time is needed, click “Save Progress” at the bottom of the form to avoid starting over.
   • Questions? See our FAQ section below.

Reimbursement Process (Post travel)

To obtain reimbursement upon returning from travel, you need to complete the following two forms:

1. URC Travel Spotlight form.  All students receiving travel funding are required to complete this form.
2. Travel Claim Form 
   • This form must be summitted within 30 days upon your return
   • This form will not be processed until the URC Travel Spotlight form (listed above) has been submitted.
   • Be prepared to attach original receipts reflecting all expenses as one PDF document. Note: Meals are not a covered expense.
   • Prior to filling out this form, please locate your TA number in the approval email (you will not have a TA number if you traveled within the state of Tennessee).
   • Once submitted and all signatures are routed for approval, your reimbursement will be processed within 6 weeks.
   • *Helpful hint: Form submissions are timed. If more time is needed, click “Save Progress” at the bottom of the form to avoid starting over.
   • Questions? See our FAQ section below.

FAQ

Still have questions? 

Please email Casey Penston, URC Coordinator, at Casey.Penston@mtsu.edu.