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Division of Academic and Student Affairs
Office of Undergraduate Research

Travel Awards

Overview

These cost-sharing awards, funded by the Office of Undergraduate Research, are for students who plan to attend a research conference and need additional financial assistance with travel to present their work. They are distributed to a student’s mentor or home department who must match the amount and then award funds through a travel reimbursement. Applications are accepted on a rolling basis throughout the year, including summer.

Funding

  • Applicants may request up to $200 to partially cover their travel/conference-related expenses.
    • Amount must be matched by student’s mentor or home department.
    • Funds are disbursed to student’s mentors or home departments to then be awarded as reimbursements after travel and requirements are fulfilled. Please note: this means that the student’s home department will be responsible for creating the Travel Authorization and the Travel Reimbursement. The OUR will transfer funds to the department via IDT.
  • Final amount awarded depends on availability of funds.

Eligibility

  • Must be an NC State-enrolled undergraduate student in good academic standing enrolled in a minimum of 6 credit hours.
    • Must having matching funds promised by NC State mentor or home department.
    • International students must reach out to the Controller’s Office Tax Specialist to confirm eligibility for travel reimbursements and to understand their taxable status.
  • Must be accepted to present original research at a research conference.
  • Previous awardees must have completed the process in good standing, but will receive lower priority over first-time applicants until the new fiscal year begins in July. With the new fiscal year, priority levels will be refreshed.

Special Note:

We offer up to complete coverage of travel, lodging, and registration expenses for the following multidisciplinary undergraduate research conferences through separate applications:

ACC Meeting of the Minds

National Conference on Undergraduate Research (NCUR)

State of North Carolina Undergraduate Research and Creativity Symposium (SNCURCS)

World Conference on Undergraduate Research (World CUR)

Program Requirements

  • Present the research described in the application at the listed conference.
  • Obtain receipts for expenses being covered by the award.
    • See FAQs below for a list of allowable expenses for reimbursement and for receipt requirements.
    • Must submit to mentor or home department for reimbursement.
  • Complete all required paperwork by the deadlines given.
  • Submit a 250-500 word reflection about the experience after returning.
    • Share what you got out of the experience: knowledge, networking, professional development, new research ideas, etc. (Optional) share photos of your trip.

Deadlines

Completed Application

3 weeks prior to conference travel

Reimbursement Paperwork

2 weeks after the end of the conference

Reflection Assignment

2 weeks after the end of the conference

Application Process

To apply, students must fill out the Travel Award Application-Student Form and their mentors must fill out the Travel Award Application-Mentor Form.

Students will be asked to provide the following:

  • Applicant Information (name, email, ID, phone number, department, college, and anticipated graduation date)
  • Co-presenter Information (name, email, ID, and department)
  • Mentor Information (name and email) + department (for NC State Mentors) or institution/company and job title (for non-NC State Mentors)
  • Conference Information (name, date(s), location, and website)
    • Applicants will also be asked to provide the name(s) of any additional conferences attended or to be attended this academic year and to explain how their travel was/will be funded.
  • Response (1 paragraph minimum) to the Following Prompt
    • Explain why you wish to attend this meeting, include what you expect to gain from presenting and how presenting will affect your plans for the future (i.e. grad school, career).
  • Presentation Information (type and title)
  • PDF of Abstract
    • Use the file naming format, “Last Name, First Name_Abstract”
  • PDF of Abstract Acceptance Notification
    • Use the file naming format, “Last Name, First Name_Acceptance”
  • Travel Plans (dates, mode, etc.)
  • Expense Information (estimated total and other sources of funding)
  • For International Travel, a PDF of International Gateway Email Confirmation
    • Use file naming format, “Last Name, First Name_International Confirmation Email”
  • For International Students, a PDF of the Controller’s Office Tax Specialist Communication Regarding Eligility for Travel Reimbursements and Tax Requirements
    • Use file naming format, “Last Name, First Name_Tax Specialist Communication”

Mentors will be asked to confirm/provide the following:

  • Applicant Information (name and email)
  • Mentor Information (name and email) + department (for NC State Mentors) or institution/company and job title (for non-NC State Mentors)
  • Response (1 paragraph minimum) to the Following Prompt
    • Explain the nature of the meeting and why it is appropriate for the applicant to attend.

FAQs

What can be reimbursed with travel award funds, per University policy?

Allowable Expenses: Conference Registration, Transportation (taxi, Uber, Lyft, train, and airfare), Accommodations (hotels and motels), Meals* (excluding any provided by the conference or hotel accommodations-documentation may be needed), Mileage* (to and from conference location/city-only covered if in the student awardee’s vehicle), Parking (at destination), Tips* $5 or Less (for baggage service)

*These are the only expenses which do not require a receipt for reimbursement. All other allowable expenses can only be reimbursed if paired with a receipt which bears (in print-not handwritten) the name of the student awardee, the total amount, and the payment type. Note: meals are paid for at the University’s per diem rates.

Unallowable Expenses: Poster Printing, Airbnb, VRBO, Third Party Accommodations, Car Rental, Membership Fees, Ground Transportation to/from RDU

Note: Anything paid for by someone other than the student awardee is not allowable for reimbursement.

When will I receive my reimbursement?

This will be dependent on the business manager in your department who is handling your authorization and reimbursement.

What happens if my research conference is canceled or postponed?

In either case, please let the OUR know immediately.

If your conference is postponed, your travel forms and other information will need to be updated in order to process your reimbursement.

For canceled conferences, alerting us ensures other applicants have a fair chance to receive funding for their travel/conferences. It also ensures you remain in good standing with the OUR for future applications.

Can I receive funds up front, rather than as a reimbursement?

No, travel awards may only be distributed as reimbursements to the undergraduate student awardee.

I need additional funds for traveling to present at a conference, can I apply for Project Supply Grant funding?

No, Project Supply Grant funding cannot be used for travel to present at conferences, only for travel related to conducting research.

I need additional funds for traveling to present at a conference, what other options are available?

The organization(s) hosting the conference may have travel awards for undergraduate presenters. Be sure to look for those.

We also highly encourage students to take advantage of the following travel awards offered by the Council on Undergraduate Research. The OUR pays for an Enhanced Institutional Membership granting access to member-only programs and resources for all NC State students, staff, and faculty. Please email us (undergraduate-research@ncsu.edu) if you have any questions.

Mentor-Mentee Support

Check out our mentorship tools and resources.

Professional Development

Check out our opportunities to expand and upgrade your skills.

If you have questions please contact the OUR at undergraduate-research@ncsu.edu.