Travel

TRAVEL POLICIES

CDB Graduate Students are encouraged to present their research at national and international conferences.  In order to cover the costs of a trip, the Graduate School offers a Travel Grant to all Vanderbilt graduate students.  Any costs not covered by the Graduate School Travel Grant must be paid by the student or mentor.

Graduate School Travel Grants are limited to $500 for travel to a domestic conference and $1,000 for an international conference; meals are not an allowable expense for this award.  Students may apply for one travel grant per academic year.  The application form  should be submitted to the Graduate School at least two weeks before the travel, must be signed by the Director of Graduate Studies, and include a copy of the abstract to be presented.

BEFORE TRAVEL: Students MUST complete a green authorization form, per Vanderbilt regulations.  Forms are available in the CDB Administrative Office in U-3218 MRB III.  The authorization form will be kept in the CDB Administrative Office until the student returns from the trip.

INTERNATIONAL TRAVEL: If a student is attending an international conference, he/she must obtain institutional pre-approval for international travel if your travel costs will be covered by restricted funds (federal or non-federal grant).  You can submit a foreign travel request through PEER. Log in to PEER then choose “Request for Foreign Travel” from the middle column.  Contact Carol Johnson, Procurement System Administrator, Susan McMillen, Grants Manager, or Jim Slater, Department Administrator, if you have additional questions, or need assistance.

REMEMBER TO SAVE ALL RECEIPTS WHILE ON YOUR TRIP
NOTE: Charges for alcohol are NOT reimbursed.

AFTER RETURNING FROM THE TRIP: Within ten days of returning, the student will retrieve the authorization form, complete the Travel Expense Report (YELLOW page), and submit the form and all original receipts for meals, transportation, lodging and registration fees, as well as the conference Agenda to Carol Johnson for processing and payment. Receipts must be taped to white paper, so that they may be copied.   

IF USING A TRAVEL GRANT AND MENTOR FUNDS: give the Graduate School a COPY of GREEN form before the trip, and leave the original with Carol Johnson.  When you have completed travel, submit your expense report to Carol Johnson first, for CDB center authorization, along with all receipts and the meeting Agenda, before submitting to the Graduate School.  NOTE:  It is important that the Graduate School receive your completed Travel Expense Report and receipts promptly after your return; reports that are returned later than ten days following travel will not be processed for reimbursement.


IMAGES FROM RECENT CDB STUDENT TRAVEL