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Undergraduate Research Center

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

Yes, summit pre-forms 30-day before domestic travel or 60-days before international travel. Summit post-travel forms within 30-days of your return.

  1. Faculty Mentor
  2. Other funding source approver (Casey will supply this approver when emailing you the Index and Account codes.)
  3. Casey Penston, casey.penston@mtsu.edu
  4. Jamie Burriss, jamie.burriss@mtsu.edu

Please email Casey.Penston@mtsu.edu to obtain the specific codes and approvers.

An index is a numerical code that indicates where the funding is coming from. Since conferences travel requires two funding sources, you will enter two indexes on the forms. As seen below, simply place the second index-account-amount in the next line.

After submitting a Travel Authorization form you will received an email from “BusOfficeForms@mtsu.edu” titled “Travel Authorization Request for (your name) (TXXXX ) has been approved” that “TXXXXX” is your TA number.

Receipts are not required for mileage reimbursements. However, instead of a receipt, you will attach a Google Map showing the number of miles of your trip. You will use the current milage rate (found on the Travel Claim form) to calculate the mileage reimbursement. 

  1. Log into Pipeline
  2. On the home tab look for the link to Dynamic Forms.
  3. Click on the Dynamic Forms link.
  4. In the upper right section, find the My Forms button. This will have an arrow. Select Pending / Draft Forms.
  5. Find the travel authorization you started and to the right click the Action button, then Complete form

  1. Log into Pipeline
  2. On the home tab look for the link to Dynamic Forms.
  3. Click on the Dynamic Forms link.
  4. In the upper right section, find the My Forms button. This will have an arrow. Select Pending / Draft Forms.
  5. Find the travel authorization you completed and click on the PDF. Look at the bottom of the form to see who has signed the form and what signature should be next.
  6. If all the approvers have signed, then it is being processed. The complete progress may take up to six week.
  7. If one of the approvers has not signed, go back to your list of Pending Forms and on the right hand side of the column for the travel form, click on Actions button and select Manage Approvers.
    – Confirm that the email for the approver is spelled correctly. Go to the MTSU Directory to confirm the email address.
    – If the address needs to be changed, make the change, save it and resend the notification.
    – If the address is correct, click on the button to resend the notification.

Still have questions? 

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


Thursday, September 5th, 4:30pm

Learn more about URECA

Contact us

Jamie Burriss, Ph.D., Director
(615) 494-7669 
Jamie.Burriss@mtsu.edu

Casey Penston, Coordinator
(615) 809-4588 
Casey.Penston@mtsu.edu

Learn more about the URC