EGU Travel Fund


Travel for conferences and workshops is still extremely difficult to get approved through University of Arizona. Therefore, the Department of English is highly discouraging any travel due to safety concerns. We are happy to provide reimbursement to virtual events, if your application is approved. The application process remains the same, however, no Travel Authorization is required if you are not traveling. If you wish to travel and receive reimbursement, you must meet the minimum qualifications for “essential travel” and must follow the new travel approval process. Please reach out to the Business Team for guidance prior to making any travel arrangements. Business Team emails:,,


The EGU Travel Fund is set up for English Department graduate students who present a conference paper or creative work at a professional conference. Each graduate student may apply for funding for only ONE conference per fiscal year (July 1-June 30). The fund reimburses a maximum of $325.


  • All Literature, RCTE, Creative Writing, and EAL GTAs and Non-GTAs who have a University business purpose for the travel

  • All graduate students who teach for the English Department during the academic year of funding request who have a University business purpose for the travel

  • Applicants must be University of Arizona graduate or professional students at the time of application and over the duration of the proposed travel.

You can also apply for a travel grant through the GPSC.

Eligible Expenses

The fund covers the following items for domestic and international travel:

  • Conference registration fee

  • Roundtrip airfare or other primary method of transport to conference (gas or mileage for personal vehicle use)

  • Lodging

  • Roundtrip airport shuttle/taxi fare

Please note that the fund does NOT cover:

  • Per diem

  • First class tickets or special seating requests

  • Family members

In order to be eligible for funds, you must apply for funding before you attend the conference. Funds are awarded on a first-come, first-served basis, and funding requests have been known to exceed the budget, so funding is NOT guaranteed.


  • Fall Semester travel: Applications accepted from June 1 to December 1 of year of travel.

  • Spring Semester and summer travel: Applications accepted from January 1 to May 1st of year of travel.

How to Apply

  1. Complete the Travel Authorization Form (under "T") and Travel Grant Cover Sheet and email it to your program assistant. (You must fill out a new Travel Authorization form for each new travel because each form has a dedicated number). Both forms must be submitted to program assistant before travel occurs. Otherwise, travel will be ineligible for funding. Download the sample authorization form at the bottom of this page for help completing the Travel Authorization Form. ** For international travel, you must also complete the International Travel Authorization Form.

  2. Program assistant makes sure travel authorization forms are signed by the Program Director and then gives forms to Vicki Henry in the English Department business office.

  3. Graduate student is notified whether or not funding is available. If you are not notified within two weeks of submitting your form to the program assistant, please contact the program assistant for an update.  

Instruction for Reimbursement

Submit original receipts and proof of conference attendance to Vicki Henry (office in ML 451) within 30 days of travel.

  • All receipts must show method of payment, amount, and date.

  • If method of payment isn’t shown, please provide a bank statement that matches the purchase receipt.

  • Do not tape over receipts.

  • Put all receipts in an envelope with your name and Vicki’s name.

Airfare, conference registration fees, and lodging may be reimbursed before the date of the conference. However, if you receive EGU travel funds for a conference you do not attend, you will have to pay back the money to the English Department.

Please note that the amount to be dispersed will be dependent on your actual costs, as verified by receipts and official paperwork. Any expenses for which you do not provide receipts will not be reimbursed. You should receive a refund check within 2-3 weeks after your receipts have been processed.


If you have any questions about the process or special conditions involving your conference, please contact Vicki Henry, English Department Accountant. Email: Office: ML 451.