Undergraduate Travel Awards for Professional Meetings

SOE undergraduates who would like to apply to receive funding to attend and present at professional meetings should follow the process outlined below. Students may apply for two awards of $400 per year (June 1 - May 31).

Eligibility

In order to be eligible for support from the School of Education, students must meet the following criteria:

1. The student must be a full-time undergraduate student in the SOE at Baylor University during the semester in which the presentation is made. Summer requests can be based on registration for the following fall semester.
2. The student must be presenting on topics specific to the PDS Partnership.
3. The student must provide proof of acceptance: This may be in the form of an acceptance letter or e-mail, or a copy of the page of the conference program which lists the student's presentation.

Instructions for Students

To Apply:

1. Complete the online Travel Award Application at least four weeks prior to travel.
2. Provide proof of acceptance in the form of an acceptance letter or e-mail, or a copy of the page of the conference program which lists the student's presentation. This may be forwarded, or scanned and emailed to SOEPDSPD@baylor.edu.
3. Provide a brief statement of support from the student's major professor. This should be emailed to SOEPDSPD@baylor.edu.
4. When the application is approved, the SOE will initiate a voucher for the approved amount, paid directly to the student. Payment will not be issued to the student any earlier than two weeks from the departure date.

During Travel:

1. Keep all original receipts for expenses incurred.
2. Include itemized receipts for single meals over $45.
3. Keep meal expenses at or below the $45 per day limit.

Upon Return:

Within 15 days, submit an Expense Report (see #3 below) and all original receipts to lisa_osborne@baylor.edu in order to account for and substantiate your travel expenses in accordance with the Baylor University Travel and Entertainment Policies and Procedures.

Instructions for SOE

1. When the application is approved, the SOE will initiate a voucher for the approved amount, paid directly to the student. Payment will not be issued to the student any earlier than two weeks from the departure date.
2. Prior to travel, the SOE will provide the student with a tax exempt form for hotel stays within the state of Texas.
3. Upon return, the SOE will, as needed, assist the student in completing an electronic Expense Report. Although the wording says otherwise, the amount awarded by the SOE must be noted on the Expense Report on the line that asks, "Did you receive a fee, honorarium or expense reimbursement from someone other than Baylor?"
   • If the Expense Report shows that the student's expenses were less than the amount provided by the SOE, the SOE should collect the difference and deposit the funds in the PDS PD (0361205) account. A copy of the deposit receipt should be forwarded to the SOE.
4. Expense Reports and supporting documentation will be maintained by the SOE OPP and are subject to internal audit.