Graduate Student Travel Instructions

Before Your Trip

  1. To apply for travel funds for the upcoming fiscal year (July 1 – June 30), complete the yearly travel funding request form.
  2. Read all of the instructions below carefully before taking your trip.
  3. Please note you will need to show that you incurred travel expenses on your trip and that you will be presenting at the conference.

After Your Trip

  1. Complete the Travel Expense Report  within 2 weeks of your return date. Late submissions will be forwarded to the Director of Graduate Studies and are subject to a decrease in funding or denial of funding. 
  2. Be sure to submit all receipts from the trip. 
  3. Be sure to include proof of presentation at your conference.
  4. Travel awards will be issued after receipt of your completed Travel Expense Report. 

If you are also receiving GSC funding submit:

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

International Travel

  1. Complete forms at least six weeks prior to travel. Travel requires the chair's signature and an email to the A&S Business Center (asbusdo@louisville.edu). 
  2. Enroll in the required CISI International Insurance (at no cost) to get full Provost approval.
  3. Please read more of the International Travel information here: https://louisville.edu/artsandsciences/faculty-staff/finance/travel
  4. Complete the International Travel Forms: https://louisville.edu/provost/travel/

Disbursement Information

The department issues travel awards through the financial aid system. Disbursements of the awards 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 at the time of adjustment through your university email. No warning will be issued by the financial aid office prior to this adjustment being made. Policy information is available at the financial aid department website.

Travel 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 Director of Graduate Studies and the Department Chair to have travel funding disbursed after the purchase of flights, hotels, or registration. Students should inform the Director of Graduate Studies as early as possible. 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.