EGU Travel Fund

The EGU Travel Fund is set up for Department of English 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.

Eligibility

  • All Literature, RCTE, Creative Writing, EAL and SLAT GATs and Non-GATs who have a University business purpose for the travel
  • All graduate students who teach for the Department of English 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 transportation to conference (gasoline or mileage for personal vehicle use if less than cost of airfare)
  • Lodging
  • Roundtrip airport shuttle/taxi fare

Please note that the fund does NOT cover:

  • Per diem (daily meals and incidental expenses)
  • 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. Funding requests have been known to exceed the budget, so funding is NOT guaranteed.

Deadlines

  • Applications accepted between July 1 and May 1st of year of travel.
  • Applications must be submitted at least three weeks in advance of travel.

How to Apply

  1. Complete the Travel Authorization Form (click on "T"). (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 director 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. Please note that Travel Authorization forms are routed electronically through Adobe Sign and may not be compatible with iPad devices. The “Auth Dept Approver/PI” should be your Program Director (below). The “Fund Approver” should be vhenry1@email.arizona.edu.
  3. Program Director approves that travel is being used for UA business purpose by approving the Travel Authorization thru Adobe Sign.  via email to Vicki Henry in the Department of English business office.
  4. When Travel Authorization is submitted, please complete the Travel Grant Cover Sheet and email it to your program director with the required attachments and copy vhenry1@email.arizona.edu.
  5. Graduate student is notified by email from Vicki Henry whether or not funding is available. If you are not notified within two weeks of submitting your forms to the program director, please contact Vicki Henry (vhenry1@arizona.edu) for an update.  

Instruction for Reimbursement

Submit original itemized receipts and proof of conference attendance to Vicki Henry (vhenry1@email.arizona.edu, office in ML 442) within 30 days of travel.

  • All receipts must show proof of payment, amount, and date.
  • If method/proof of payment isn’t shown, please provide a bank statement that matches the purchase receipt.
  • Receipts can be scanned to Vicki Henry via email, or your confirmation emails may be forwarded to vhenry1@email.arizona.edu .

Airfare, conference registration fees, and prepaid 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 Department of English.

Please note that the amount to be disbursed 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.

Questions?

If you have any questions about the process or special conditions involving your conference, please contact Vicki Henry, Department of English Accountant. Email: vhenry1@email.arizona.edu. Office: ML 442.  Vicki’s normal hours are 8-11:00 a.m. every business day.

Sample Travel Authorization Form