Students in the Ph.D. Program are encouraged to engage in academic and research activities that might include presenting in both local and national conferences. In order to receive financial assistance from the department, you must follow Department Travel Policies and Procedures.

Before Travel

In order to be eligible for travel reimbursement, you must be presenting at a conference and the presentation must be related to your dissertation work.  The maximum amount of reimbursement is $500 per year.  You must apply for departmental approval before you travel.

To apply, you will need to submit the following documents at least 90 days prior to traveling:

If it is your first time applying, you will also need to submit the following forms:

After Travel

Within 30 days after travel, you will need to submit the following documents:

  • Travel Expense Statement
  • A copy of the conference agenda showing your name and presentation
  • Itemized receipts for the expenses you are claiming, which can include:
    • Conference registration
    • Lodging (AirBnB is not reimbursable)
    • Airfare
    • Car Rental (Hertz and Enterprise only)
    • Taxi or ridesharing service
    • Parking
    • Presentation materials

Receipts

  • All receipts must be itemized and show proof of payment. If a receipt does not show the method of payment, a credit card or banking statement showing the charge must be supplied.
  • A receipt showing a total amount paid instead of individual charges is not acceptable and likely will NOT be reimbursed. The best way to insure reimbursement is to deal with the hotels and airlines directly (i.e. do NOT use Expedia, Orbitz, or other websites, as they do not provide the kind of itemized receipts that the university requires for reimbursement).
  • If you are claiming personal vehicle miles for reimbursement, you will need to provide mileage information. You must provide a rental car comparison to get a full mileage reimbursement.
  • Meal receipts are not required. Meal expenses are claimed through per diem rates. Current per diem rates can be found here.
Receipts for airfare, rental car, and lodging expenses must include the following:                                                                                                                                                

Airfare

  • Traveler's name
  • Name of airfare provider
  • Ticket number
  • Type of seating (coach, economy, etc)
  • Departure and arrival dates
  • Departure and destination locations
  • Airfare rate
  • Breakdown of charges and taxes
  • Total amount paid

Car Rental

  • Traveler's name
  • Name of agency
  • Out and return dates and times
  • Daily rental rate
  • Number of days rented
  • Breakdown of all charges
  • Total amount paid

Lodging

  • Traveler's name
  • Name and location of facility
  • Arrival and departure dates
  • Daily room rate
  • Breakdown of charges and taxes 
  • Total amount paid

Receipts for airfare, rental car, and lodging expenses must include the following:                                                                                                                                                

  • Airfare

    • Traveler's name
    • Name of airfare provider
    • Ticket number
    • Type of seating (coach, economy, etc)
    • Departure and arrival dates
    • Departure and destination locations
    • Airfare rate
    • Breakdown of charges and taxes
    • Total amount paid

    Car Rental

    • Traveler's name
    • Name of agency
    • Out and return dates and times
    • Daily rental rate
    • Number of days rented
    • Breakdown of all charges
    • Total amount paid

    Lodging

    • Traveler's name
    • Name and location of facility
    • Arrival and departure dates
    • Daily room rate
    • Breakdown of charges and taxes 
    • Total amount paid

Please go to the Travel Services page for more information.

If you are interested in viewing university policies, visit the UWG Office of Controller Institutional Guidelines and Procedures.