Doctoral students in good standing at the Ingram School of Engineering may be eligible for funding to support professional travel related to their degree programs, such as presenting research at conferences or participating in technical workshops. The process for requesting and receiving travel support is outlined below:

Expand FAQ List

  • Travel Process

    • To qualify for travel funding, students must be presenting or co-presenting an authored or co-authored paper, poster, or technical presentation at a recognized professional conference or meeting. 

      After your proposal is accepted, you will receive an official acceptance notification (email or letter) from the conference organizers. This acceptance must be included with your travel funding request.

    • Complete the Graduate Student Travel Funds Request form. 

      **This form must be typed; handwritten forms will not be accepted.

    • Submit both the completed Travel Funds Request Form and your acceptance letter as a single PDF to the Program Administrator.

      If your travel is international, you must also submit a T-4 Release of Liability and Assumption of Risk for Foreign Travel Form. The Program Administrator will review your documents for accuracy and completeness and forward them to the Department Chair and College Dean for approval.

      All travel requests must be submitted at least four weeks prior to the planned travel date.

    • Once approved by the Department Chair, College Dean, and The Graduate College, the Program Administrator will submit your travel request to the University Travel Office for final approval. The Travel Office will notify both you and the Program Administrator of the decision.

    • After your trip, submit all receipts electronically as a single PDF within seven days. Receipts must clearly display the traveler’s name, correct dates, method of payment, and amount. The Program Administrator will verify your receipts and prepare an expense report for submission to the University Travel Office.

      Paper receipts will not be accepted.

      Refer to the University’s Travel Office Policies and Procedures for detailed receipt requirements. 

    • Once the expense report is prepared, you will receive an email with instructions to review and approve your expenses.

    • After your approval, the expense report will be routed to the University Travel Office for final review, in accordance with State of Texas and Federal regulations.

      Reimbursement processing may take up to 10 business days after final approval.