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Division of Academic and Student Affairs 
Office of Undergraduate Research

Travel Awards

These awards, funded by the Office of Undergraduate Research, are for students who plan to attend a research conference and need financial assistance with travel to present their work. They are distributed as reimbursements to student awardees. Applications are accepted on a rolling basis throughout the year, including summer.

SCUBA diver underwater making the sign of the wolfpack with their hand

Funding

  • Applicants may request funding to partially cover their travel/conference-related expenses.
    • Awards are disbursed as reimbursements.
  • Final amount awarded depends on availability of funds.

Eligibility

  • Must be an NC State-enrolled undergraduate student.
  • 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.

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 expences for reimbursement and for receipt requirements.
  • 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, and whether traveling with other NC State students)
  • Expense Information (estimated total and other sources of funding)
  • A Completed AP104 Non-Employee Travel Authorization Form, Noting the Following:
    • Enable macros when downloading.
    • The vendor number is the applicant’s student ID.
    • The contact information field is for the applicant’s emergency contact.
    • The OUR will sign under the department head signature line.
    • Use the file naming format, “Last Name, First Name_AP104”
  • 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

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.

1-3 weeks after the reimbursement paperwork is submitted and approved through all channels.

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.

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

No, per policy set by the University Controller’s Office, we can only reimburse expenses incurred by the undergraduate student awardee themself, as documented by receipts in their name. In other words, we cannot reimburse someone who pays for the student awardee. Also, we cannot reimburse students without receipts in their name.

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

In addition to talking with your mentor, we recommend talking with your home department. Often departments will offer partial support to presenting students even if not stated online. If your department agrees to partially support your travel, be sure to indicate that in your application.

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

Lastly, 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.

Extra Opportunities to Present

Check out our list of additional conferences for undergraduate researchers.

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