Undergraduate Research Center

URECA Travel

Please note: Funding for URECA Travel Awards (travel that supports your research activities) is different from the process of applying for Conference Travel (to present your URECA research findings). For more informaiton regarding Conference Travel please visit our webpage: https://urc.mtsu.edu/travel/.

URECA Award Travel Information

If you have been awarded a URECA Scholar award to support travel that is necessary to accomplish your project, use the following information to ensure the appropriate travel requirements are met.

Below are some policies related to travel funding:

Research travel funding is considered during the committee’s review of URECA Scholar proposals. Travel request within the proposal requires justification and may or may not be funded as part of the award.
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 research-associated lodging, travel, and registration fees. Meals and other expenses are not covered.
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, carpool when traveling as a Team.

Application Process (Prior to travel)

To obtain permission to travel, complete a Travel Authorization Form (this form is not required for travel within the state of Tennessee).

This form must be submitted 30 days before domestic travel or 60 days before international travel
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.
You will be notified by email within a few days after submission if your request to travel has been 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 having to start over.
Questions? See our FAQ section below.

Travel-Authorization-Request_Example_rev-2024-1 Download

Reimbursement Process (Post travel)

To obtain reimbursement upon returning from travel, complete the Travel Claim Form

This form must be submitted within 30 days upon your return
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 having to start over.
Questions? See our FAQ section below.

Travel-Claim_Example_rev-2024 Download

FAQ

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

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

Faculty Mentor
Casey Penston, casey.penston@mtsu.edu
Jamie Burriss, jamie.burriss@mtsu.edu

After submitting a Travel Authorization form, you will receive an email from “BusOfficeForms@mtsu.edu” titled “Travel Authorization Request for (your name) (TXXXX ) has been approved” where “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 mileage rate (found on the Travel Claim form) to calculate the mileage reimbursement.

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

Log in to Pipeline
On the home tab look for the link to Dynamic Forms.
Click on the Dynamic Forms link.
In the upper right section, find the My Forms button. This will have an arrow. Select Pending / Draft Forms.
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.
If all the approvers have signed, then it is being processed. The complete progress may take up to six weeks.
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 the 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.

No. If you are traveling with a team or group and do not incur registration, lodging, or mileage expenses, you are not required to submit travel forms.

No. Funding for URECA Travel Awards (travel that supports your research activities) is different from the process of applying for Conference Travel (to present your URECA research findings). For more information regarding Conference Travel, please visit our webpage: https://urc.mtsu.edu/travel/.