Biology Graduate Student Travel Awards
The Biology Graduate Program is pleased to provide support for student travel. Biology graduate students (Plan A M.S. and Ph.D.) may apply for funds to help cover the costs of travel to present their research at conferences. Presenting your work provides a number of benefits to you, the Department and the Graduate Program. Our funding policy seeks to maximize those benefits by emphasizing support for students presenting at well-attended national and international meetings.
We have adopted the following funding policy for all travel awards. First, students are eligible for ONE travel award per budget year (July 1-June 30). As of now, short courses and meetings are funded out of the same pool, so students cannot get awards for both within one year. Second, students must be presenting their work (poster or talk) to qualify for a travel award. Third, the following formula will be used to determine each award (given sufficient available funds): we will cover up to $600 of allowable expenses and then 30% of the remaining balance, with a cap of $1,000 per request. Additional funds may be granted for unique conferences or opportunities at the discretion of the DGS.
To apply, students should prepare a full budget (see below for allowable costs) and list other potential sources of funding. Ideally, Biology Graduate Program funds will be part of a package of funds from multiple sources, including funds provided by the student’s mentor and any travel awards from the meeting organizers.
Please see the information below for an overview of the travel process. For a detailed document on the process, see Graduate Student Travel Instructions and Tips
Biology Graduate Student Travel Process
Graduate students traveling for academic purposes (e.g., conferences, workshops, field research) must follow the steps below before and after travel to ensure eligibility for reimbursement.
Step-by-Step Travel Process
Step 1: Pre-Travel – Request Departmental Travel Support
Submit the Biology Graduate Student Travel Support Request Form (PDF with detailed budget and supporting documents) to:
- Dr. Jakub Famulski, Director of Graduate Studies (jakub.famulski@uky.edu)
- CC: Jacqueline Burke, Graduate Program Manager (jacqueline.burke@uky.edu)
This must be done before any travel arrangements are made or significant expenses (other than registration) are incurred.
Step 2: Pre-Travel – Create a Travel Ticket (A&S Business Center)
Go to the A&S Business Center Travel Request Portal and:
- Log in with your LinkBlue ID
- Complete a Travel Request Form
- Tag both Dr. Famulski and Jacqueline Burke on the ticket
- In the "Additional Travel Information" section, include:
- That you applied for Biology Travel Support
- Whether your PI is contributing funding
Note: This step must be completed before you travel.
Pre-Travel Guidelines & Documentation
Students are responsible for maintaining proper documentation to be eligible for reimbursement. Here are key requirements:
- Original, itemized receipts are required for all reimbursable expenses
- No alcohol will be reimbursed
- Receipts must show:
- Method of payment (e.g., credit card used)
- Zero balance (indicating payment was completed)
Reimbursable Categories:
| Expense Type | Requirements |
|---|---|
| Meals | Itemized receipts required (food only; no alcohol) |
| Registration | Receipt showing total, method of payment, and zero balance |
| Lodging | Receipt with zero balance & payment method; shared lodging reimbursed proportionally (request separate receipts at check-in) |
| Transportation | Receipts for public transit, taxis, parking, baggage fees, etc. |
| Rental Car | Final receipt + gas receipts (insurance is not reimbursed) |
| Personal Vehicle | Save gasoline receipts (mileage is typically not reimbursed) |
International Travel
If traveling outside the 48 contiguous U.S. states, Alaska, Hawaii, or to U.S. territories or foreign countries:
- You must register your trip in the UK International Center’s Travel Registry
- Review UK policy Administrative Regulation 4:9
- If traveling to a Level 3 or 4 Department of State advisory country, a special approval process is required.
Contact: ihss@uky.edu
Step 3: Post-Travel – Submit Receipts for Reimbursement
Once your trip concludes:
- Update your original Travel Ticket on the A&S Business Portal
- Submit all original receipts and documentation to:
A&S Business Center – 361 Jacobs Science Building - Use the Travel Return Form (you’ll receive it via the ticket or from A&S)
Travel Return Forms must be submitted within 30 days of your return to ensure reimbursement.
Questions?
Contact:
- Dr. Jakub Famulski, Director of Graduate Studies
jfamu2@uky.edu - Jacqueline Burke, Graduate Program Manager
jacqueline.burke@uky.edu