Travel Grants

Available Travel Grant Forms

Graduate Student Travel Grant Application
We recommend completing fillable pdf forms like this one with Adobe Reader (free download).

Graduate Student Travel Grant Procedures and Policy for Fiscal Year 2018

  1. Awarded on a first-come, first-served basis.
  2. A graduate student may receive one travel grant per year (July 1 – June 30). No exceptions.
  3. Once the maximum allocation in each category listed below has been reached, no further travel grants will be approved for that period. (See below for allocations for FY2018.)
    1. If the maximum number of allocations in a category is not reached during July 1- December 31, the dean of the graduate school and international education may approve the allocations for that category be made available to applicants in the second half of the fiscal year.
    2. This is solely at the dean’s discretion, and is contingent on funding availability.
  4. Submission of the application does not guarantee an award.
  5. Graduate students should actively seek additional sources of funding support for travel (e.g., from conference sponsors, professional organizations, academic colleges, and personal funds).
    1. Departments are asked to commit a minimum of 10% of the total travel towards the student’s travel funding.
  6. Only travel to professional meetings and conferences will be funded.
  7. The purpose of the travel will be to present the graduate student’s research that has been conducted at and bears the name of the University of Arkansas.
  8. In the case of multiple graduate students working on a presentation, only one student will be funded as the presenter.
  9. The application will be reviewed and both the graduate student and department contact person(s) listed on the application will be notified by email. Please allow 2-3 weeks for review and processing.
  10. If a graduate student receives a travel grant, but does not use it, the student MUST notify both the Graduate School and the department that the travel grant will not be used.

Eligibility requirements

  1. The applicant must be in a University of Arkansas  graduate degree program at the time the travel occurs.
  2. The applicant must have completed one year of graduate study in the current graduate degree program  prior to the dates of the travel.
    1. The student information in UAConnect will be used to verify this requirement.
  3. The applicant must be in good academic standing when the travel occurs.
    1. The student information in UAConnect will be used to verify this requirement.
  4. The applicant must be enrolled as a full-time graduate student during the semester the travel occurs, but the following exceptions may be considered during the application process:
    1. Summer travel: Students on 9-month graduate assistant appointments who are not funded during the summer are not required to enroll during the summer.
    2. Reduced enrollment: Students who have been approved for reduced enrollment may have one travel grant while on reduced enrollment.
  5. Students who have graduated from their graduate degree program are not eligible for travel grant funding after the graduation date.
  6. University of Arkansas appointed employees are not eligible for a travel grant. Graduate assistants are not considered full employees of the university and are eligible.

Application process

  1. A completed application with all required information and supporting documentation should be submitted at least 6 weeks prior to the start of the travel. Graduate students are encouraged to submit applications well in advance to take advantage of early-bird registration and travel discounts.
    1. Late applications may be denied.
    2. Incomplete applications will be returned to the graduate student. The completed application must be received 6 weeks prior to the start of the travel.
  2. The application includes:
    1. The application form, completely filled out (including email address, university ID number, etc.);
    2. An abstract of the paper/poster being presented;
    3. Proof of paper/poster acceptance, if available at the time of application;
      1. If the acceptance is received after the travel grant application is submitted, the acceptance should be sent separately as soon as it is received.
      2. NOTE: If no acceptance notice, or other proof of presentation is submitted, the travel grant will be cancelled.
      Panel/oral presentations require a statement from the graduate student explaining how the student’s research is the basis for the presentation. Proof of acceptance/participation is required.
      1. NOTE: If no acceptance notice, or other proof of presentation is submitted, the travel grant will be cancelled.
    4. Performance/portfolio presentations require a statement from the student explaining how the student’s graduate study is the basis for the presentation. Proof of acceptance/participation is required.
      1. NOTE: If no acceptance notice, or other proof of presentation is submitted, the travel grant will be cancelled.
    5. Estimated Budget Form – must include any funds received from outside sources;
      1. Only approved expenses per the university’s travel policy will be reimbursed. Travel Office web site: http://travel.uark.edu/ for per diem rates, meals chart, and trip optimizer to determine flying vs. driving costs.
        1. Airline reservations must be made at least 14 days in advance of the trip, in accordance with university policy.
        2. If the graduate student has a choice between driving and flying to the destination, reimbursement is based on which transportation method is least expensive.

Two allocated pools of funding each year

  1. For travel that occurs between July 1 – December 31
    1. If travel starts in June, but ends on July 1 or later, the travel is considered in this period
  2. For travel that occurs between December 31 – June 30
    1. If travel starts in December, but ends on January 1 or later, the travel is considered in this period

Allocation for each period (subject to availability of funds)

  1. July 1 – December 31:
    1. 160 doctoral student presenter grants
      1. The Graduate School will reimburse 90% of the total travel expense, up to a maximum award of $1,000.
    2. 75 master/education specialist presenter grants
      1. The Graduate School will reimburse 90% of the total travel expense, up to a maximum award of $600.
    3. 30 master of fine arts presenter grants
      1. The Graduate School will reimburse 90 % of the total travel expense, up to a maximum award of $750.
  2. January 1 – June 30:
    1. 160 doctoral student presenter grants
      1. The Graduate School will reimburse 90% of the total travel expense, up to a maximum award of $1,000.
    2. 75 master/educational specialist presenter grants (graduate certificate not funded)
      1. The Graduate School will reimburse 90% of the total travel expense, up to a maximum award of $600.
    3. 30 master of fine arts presenter grants
      1. The Graduate School will reimburse 90% of the total travel expense, up to a maximum award of $750.

Reimbursement for Approved Expenses

  1. Students have 7 business days from the end of the travel to submit all receipts to the department. Students who traveled internationally have 14 days to submit receipts.
    1. If 30 days have passed, and the student has not submitted receipts to the department, and no explanation of the delay has been provided by the student, the travel grant may be cancelled.
  2. Departments have 30 days to submit a travel claim to the Graduate School for reimbursement processing. If the travel was to an international destination, departments have 45 days to submit the travel claim.
    1. If 60 days have passed, and the department has not submitted the travel claim to the Graduate School, and no explanation for the delay has been provided by the department, the travel grant may be cancelled.
  3. For travel that ends on June 30 of any given fiscal year, all travel claims must be cleared prior to December 31 of the calendar year.
  4. If a travel claim is not submitted in a timely manner, it will be assumed the student did not travel and the travel grant will be cancelled. Once the travel grant is cancelled, it cannot be reinstated.
  5. Once the reimbursement has been processed, no supplemental claims will be accepted.