Last update: December 2022
Royster Fellows receive a travel allowance for professional development opportunities. This allowance is available to use before graduation. If you would like to request Royster travel funds for an upcoming trip, please follow the steps below.
- Determine eligibility
Royster travel funding must be used for professional development purposes, such as presenting your research, serving on a panel at a conference, or participating in a job talk or interview. Traveling for research purposes is not eligible. Contact Laura Pratt prior to making any travel expenditures to confirm eligibility.
- Pre-approval
Once you have received confirmation that your trip is eligible, complete the Royster Travel Pre-Approval Form
located on the Royster website. On this form you will provide the details surrounding your trip. You will also be able to indicate if you would like Royster to pre-pay for the fixed costs of your trip or be reimbursed after the conclusion of your trip.
- Pre-payment method: Royster can pre-pay for the fixed costs of your trip. Fixed costs include conference registration, airfare, lodging, and per-diem meals. You will provide the exact cost of these expenses on the form. We will then process a payment to your student account for the indicated amount. You should receive the funds in about 10 business days. You will then use the funds to cover the expenses. Once the purchase(s) have been made, you will need to send the receipt(s) to Laura. Adjustments to your award may be necessary if your actual costs are higher or lower than originally indicated on the pre-approval form. For any other costs you incur on the trip (taxi, parking, etc.), those will be handled via reimbursement as outlined below.
- Reimbursement method: You will initially cover the cost of your trip out-of-pocket. After returning from your trip, send all receipts to Laura and you will be reimbursed via your student account for the total cost.
Send the completed form to Laura Pratt prior to booking any travel.
If you are requesting funds for an international trip, you will also need to complete the Graduate Student Request for Travel Restriction Exception process through the RASR system. Details about the process can be found on the UNC Global website.
- Travel
Enjoy your trip and keep your receipts. You will need them for the next step.
- Reconciliation and Reimbursement
Once you have returned from your trip, complete the Royster Travel Reconciliation and Reimbursement Form located on the Royster website. You will also need to provide receipts for all outstanding expenses. Submit the form and receipts to Laura within 30 days of returning from your trip. If you are eligible for reimbursement, Laura will submit a payment to your student account which you should receive in about 10 business days.
