Travel Funds FAQ
Q: Does the English Department
offer travel funds for graduate students attending conferences?
A: Yes, the department supports one request for funds per graduate student
per year for travel to a conference to present a paper or be part of
a panel. The department provides up to $400 per trip. This can be used
for airfare, hotel, or food.
Q: Where do I apply?
A: To apply for departmental travel money, complete and submit a departmental
travel request form, available from Janet Moore in the main English
Department Office.
Q: Who approves the funding?
A: Ed White.
Q: Do these funds cover simply attending a conference or do I have to
present a paper or be on a panel, etc.?
A: In order to receive the travel funds you must be participating in
the conference in a position more involved than just an attendee. You
cannot apply for funds if you have not been accepted to be a participant
in the conference yet.
Q: Does the department write me a check, issue me a departmental credit
card, or provide me with a check?
A: No. You must pay for the trip on your own unless we pay for an airplane
ticket for you. You will be reimbursed after your return. If you have
direct deposit set up for your university paychecks your travel reimbursements
will be electronically deposited into your bank account.
Q: When will I know if my funding request has been officially granted?
A: You are only notified if you do not receive the funding. You also
receive an e-mail from the UF finance system letting you know when your
request has been approved and when it has been processed.
Q: If I choose to drive, what are the mileage limits?
A: The department uses official State of Florida mileage standards of $.445/mile. There is no limit in terms of miles. The cost cannot exceed the general $400 limit.
Q: Do I get reimbursed for gas money when I drive?
A: No, you get reimbursed by mileage. We go by an official mileage chart
for reimbursement.
You are reimbursed for gasoline expenses only if you use a rental car.
Q: How do you determine my food and transportation costs?
A: Keep and turn in a receipt if you ride a taxi or take a subway. We
will calculate your food allotments based on the time you spend traveling.
You are covered up to $6.00 for breakfast, $11.00 for lunch, and $19.00
for dinner. So, you are given $36 for each day. If you spend more on
food in a day it comes out of your money.
If you stay at a bed and breakfast or a hotel that offers a complimentary
continental breakfast we will not cover your breakfast expenses. If
you conference registration fee includes certain meals we will deduct
said meals from your food funds.
Q: What forms of proof must I provide upon my return?
A: You must bring a copy of the conference program that lists your name
on it as well as any original (no copies) hotel, gasoline, transportation,
or parking receipts. We make copies of the cover of the conference program
and the page that has the conference dates on it (if they are not on
the cover) as well as the page which lists your name as a participant.
UF requires paperwork to support the $400 reimbursement. If the hotel
bill is more than $400, all we need is the hotel bill because all you
will receive is $400. Thus, you will have to pay for all food and transportation
expenses. If your hotel bill is $200 and your transportation costs are
$150 we will then use food allowances/allotments to give you the remaining
$50. The conference registration fee should list the fee that was paid
and how it was paid (check, cash, money order, credit card, etc.)
Q: Are there are deadlines for applying for these funds?
A: Apply at least one week before the travel is to begin, but please
be aware that travel funds can run out over the course of the year.
If your conference will be May 1-3 but you already know in September
that you will be attending the conference, apply in September. Once
the funds run out, they are out!
Q: What if I have no money but need to purchase an airplane ticket now?
A: The department can pay for the ticket directly if it does not exceed
the maximum allowance of air travel. Call STA Travel at (352) 338-0068
or an agency that will accept the UF p-card. Tell them that you are
making a booking with the UF p-card and to fax a copy of the booking
to (352) 392-0860. If you have to pay a penalty for changing the time
or the travel locations you will have to pay for the penalty. If you
cancel the trip or cannot make it for any reason you will have to pay
UF for the price that the department paid for the ticket.
Q: Does the department fund travel to MLA conventions?
A: The $400 can be used to pay for travel to MLA conventions. This is
not a separate allowance from your annual request.
Q: What other organizations offer travel funds?
A: The Graduate Student Council also makes funds available for graduate
student travel. Likewise, the College of Liberal Arts & Sciences
also makes limited funds available each semester. These funds are available
to graduate students throughout the college, not just in the English
department. The graduate director will usually send out information
regarding these funds each semester over the graduate student listserv.
The department will usually nominate four students for these travel
funds. These four students will then compete against all the other nominated
students in the college.
For more information please contact Janet Moore at (352) 392-6650 extension
223 or e-mail her at jmoore@english.ufl.edu