Graduate Student Travel Instructions

The first two steps need to be completed before any amount of money for travel reimbursement is secure. 

  1. If you plan to apply for travel funds for the upcoming fiscal year (July 1 – June 30) you must upload a travel request letter with your Program Progress Form. The letter should include
    • Which conferences you plan to attend (even if you have not been accepted)
    • Where they are located 
    • The date of the conference
    • The conference website
  2. Fill out a Pre-Authorization Travel form at least one month prior to your trip

When you return from travel

    • Complete the Travel Expense Report  within 2 weeks of your return date. 
    • Allow 2-6 weeks to be reimbursed for travel once all documents are sent in. Please be patient.

    GSC after travel

    To receive GSC travel money send the following to the Administrative Assistant in a single PDF.

    • GSC Reimbursement Form
    • Proof of Presentation (Conference page with your name or email of acceptance)
    • Abstract of your presentation.

    Reimbursement information

    The department awards travel reimbursements through the financial aid system. Reimbursements will process through their refund system. Please be sure to set your refund preferences before you submit your travel. 

    Note: If you have received the maximum amount of financial aid (according to federal law), this award may reduce the amount of your loans rather than be disbursed to your bank account. The University of Louisville is required to adhere to all federal, state, and institutional guidelines. If your aid package is adjusted as a result, you will receive notification through your university email. Policy information is available at the financial aid department website.

    Traveling at the End of the Fiscal Year:

    If a student is completing travel within the last two weeks of the fiscal year, they may apply to the graduate committee to have travel funding disbursed after the purchase of flights, hotels, or registration.  Students should inform the graduate committee as early as possible, as the committee may not be able to meet on short notice.  Should a student then fail to complete the travel for which the funding was requested, they may not be eligible for travel funding in subsequent years.