Academic Travel
Application for Travel Authorization: You will need to Login to the VCSU Portal and access the Faculty Travel Request forms under My Web Applications. Select new Application on the upper left to begin. It is important to read the information below prior to completing the form. If funds are available, travel may be fully covered after June 30th for the previous academic year.

For access to Business Office Travel forms including Travel Advances and Travel Vouchers for payment upon return. Click Here
Funding Request Deadline Those individuals wishing to receive funding for any of the travel categories must submit their request by the application deadlines.
  • August 18th
  • October 1st
  • February 1st

Types of Travel

Paper Presenter - This category of conference travel may include a paper presentation, poster session, discussion group, panel member, or other activities. In this category, it is expected that the conference staff would have requested or approved your activity and that your name appears in a program listing your responsibility.
  • Include an internet link to the conference site for documentation.
  • Applicants may be awarded up to 100% of the cost for travel.
  • Comments required from Dean, Chair or direct supervisor and must include appropriateness of conference based on institutional or professional purposes.
  • In the Attachments list include the URL of the Conference or attach supporting documentation.
  • If attendance is required for other reasons attach an explanation under attachments
  • At the time of payment, applicant must turn in documentation of individual's roll at the conference.
Attendee - This category is for conference travel in which the applicant is attending a conference for the purpose of professional development with no other obligations to the conference agenda. If the conference is because of meeting attendance or workshop participation, apply as a "Paper Presenter".
  • Include an internet link to the conference site for documentation.
  • Application for $300 or less are eligible for funding at 100%
  • Comments required from Dean, Chair, or direct supervisor and must include appropriateness of conference based on institutional or professional purposes.
  • In the Attachments list include the URL of the Conference or attach supporting documentation
Doctoral Ongoing - This relates to individuals working toward a terminal degree in their academic area and usually in-state.
  • Those pursuing funding for in-state on-going doctoral studies are required to complete a Travel Application each semester for mileage only.
  • Application goes to dean, division chair, or direct supervisor then VPAA for approval.
Other Travel - "Other" may include but is not limited to workshops, meetings, accreditation activities, trips to foreign countries, grant funded, or other funded travel related to academics. Use "Other" in the following situation.
  • Activities not related to regional, national, or international conferences.
  • Those whose travel is paid for by other means such as grants or divisional budgets
  • Those pursuing funding for out-of-state doctoral studies are eligible for compensation up to $1000 per year.
  • Up to 100% payment provided for approved travel
  • Grant or other funded travel must be approved by grant director or fund manager.
  • Application goes to dean, division chair, or direct supervisor then VPAA for approval.

Important Reminders

Rationale/Expected Benefits for Trip Convey how the travel supports your current position, what may be learned or gained from the travel, and/or how the experience enhances the mission or strategic plan of the University.
Upon Return - faculty must share the experience with the campus. Reimbursement is not made until this requirement is met. Suggested options:
  • Item in the hotline
  • Presentation at Dept or Division meeting (minutes required)
  • Brown Bag presentation - copy of email announcement required
Items considered by the Faculty Development Committee.
  • If meals are provided by the conference, be sure to reflect that in your Estimated Cost of the Trip.
  • Items purchased such as books, CDs, or DVDs are not included in travel
  • Room allotment is paid on a dual occupancy rate if more than one person is going to the conference
  • Per diem for food is the maximum allowed but not the expectation.