Undergraduate Research and Scholarship Program (UGRASP)

Travel Grants

Eligible Projects: Projects from any academic discipline are eligible for funding provided that:

  1. The project makes an original intellectual or creative contribution to the discipline.
  2. Students have demonstrated at least partial ownership of the project.
  3. The student(s) is(are) the primary presenter(s) of the work.

Awards may be used to offset travel costs including airfare, mileage, lodging, and food. In addition, awards may be used to cover meeting registration and the cost of preparing displays (e.g. expenses associated with printing posters).

Deadline: Requests for UGRASP funding to support student travel should be submitted after the project has been accepted for presentation and at least three weeks prior to the meeting date, if possible.

Award Limit: Awards will be limited to approximately $500 per project regardless of the number of students participating.

Application Process: Applications should be submitted electronically as a word document to UGRASP@suu.edu. E-mailed files must include the last name of the student applicant in the name and subject line of the file in the following format UGRASP TRAV Smith_J. Applications should be submitted single spaced in Times New Roman 12 point font maintaining a 1 inch margin along both sides, as well as the top and bottom of the page.

Applications should include:

  1. A cover page. This cover page should be the first page of your electronic file. In addition, a hard copy of this page (not the entire application) should be submitted to the UGRASP office (ST172-G) within one week of the grant submission.
  2. A copy of the acceptance E-mail or notification from the conference organizers.
  3. The abstract or summary as it will appear in the conference or meeting program.
  4. An itemized budget, including a brief justification. If your budget exceeds $500 by more than 10% (i.e. if your budget is greater than $550) you must clearly indicate those expenses for which you are requesting UGRASP funding. You must also indicate how the remaining expenses will be covered if travel is contingent upon other resources. Proposals failing to meet these budget criteria will be returned without review.
  5. A letter of support from the faculty mentor. This letter may be included as part of the proposal or may be submitted separately by the faculty mentor. Support letters may be brief but they should describe the nature of the meeting. (Is this the national meeting within your discipline, a regional meeting of professionals, etc.) E-mailed files must include the last name of the student applicant in the name and subject line of the file (e.g. UGRASP FacSupport Smith_J).

When more than one student is requesting travel funds associated with a single project, one application should be submitted by the lead author and the application should also include an explanation of the contribution of each student to the project and the expected level of participation for each of the students during the presentation.

Budget Information

Per diem (food) reimbursement while away from home

In order to spread funds as far as possible, UGRASP does not cover per diem except under unusual circumstances where the other costs of attending the conference, etc. are negligible.

Personal vehicle expenses vs. motor pool

If you are using a motor pool vehicle, make sure the vehicle size and class is appropriate for the number of people going (e.g. SUV’s cost more than sedans). The motor pool rates include everything (gas & mileage) so you cannot request reimbursement for other vehicle related expenses.

If you want to use your own vehicle, you will be reimbursed at $0.41/mile. This covers gas as well as wear and tear, so you cannot request money for these things.

If you want to rent a vehicle, you can request reimbursement for the rental and submit gas receipts.

Individual applicants traveling to the same conference

To help spread the funds out as far as possible to as many people as possible, UGRASP grant reviewers look for ways to save money when people travel together to the same conference. You co-operation here is greatly appreciated. Look for reasonable ways of saving money. This can get complicated, and there's no "one size fits all". Here are some suggestions: Can all or some of you travel together in the same vehicle? Can same sex students share a room? Note: we would not expect them to share a bed! Also note that same sex faculty can be asked to share a room (but not a bed) and you cannot mix students and faculty in a room.