Applications for travel to present, develop, or otherwise support undergraduate research
The High Point University Undergraduate Research and Creative Works Program is committed to encouraging and supporting high quality undergraduate research and creative projects. To that end, the University has made funds available to support student and faculty sponsor travel to present the results of your efforts.
Students and faculty sponsors are invited to apply for funds to:
- travel to a conference where you will give an oral presentation or poster presentation on research or creative works.
- attend a competition where you will perform or present creative works.
- travel to a site where you will collect data as part of an undergraduate research project.
- attend a workshop or conference where you will gain new skills or information needed for undergraduate research
- gain seed money needed for undergraduate research or creative works.
- support any other legitimate purpose to support undergraduate research or creative works in your area.
- For pre-approval, please submit your application at least 3 weeks before travel. It is acceptable to submit an application while your abstract is still under review from the conference organizers.
- The student’s abstract or competition entry should be accepted before receiving funds for travel.
- Funding is not guaranteed. Plan accordingly.
- Every student who applies for funding must have a faculty sponsor who can vouch for the quality and validity of the work, provide guidance in making a quality presentation, etc.
- In regards to travel funds, students presenting or performing at a conference will be given priority over students solely attending the conference.
- If a student is not presenting, then the student should demonstrate how his or her travel ultimately will contribute to his or her educational development and/or career goals and support the mission of the URCW program. For example, students could commit to developing an undergraduate research or creative works project that would be presented at the next High-PURCS showcase or other appropriate venue.
- A brief follow-up report and photo(s) should be submitted to the URCW Program for publication on the university’s web site, magazine, etc within two weeks of the return date. All travel supported by URCW funds should ultimately help promote academics and undergraduate research and creativity on our campus.
- Travel for faculty sponsors may be supported by these funds.
- Students who are supported by a URCW grant are required to present their work at our on-campus forum.
- If faculty and students are traveling together, the faculty member should submit one request to cover student and faculty travel.
- An application will not be reviewed until students turn in the required Travel Release Form (Overnight Form or Day Form) and deliver it to:
Dr. Joanne Altman, Director
Office of Undergraduate Research and Creative Works
Phillips 115, Drawer 40
High Point University
833 Montlieu Ave
High Point, NC 27262
- Submitting an application does not guarantee you funding. If your travel plans are dependent upon receiving funding from URCW, do not purchase airplane tickets, register for a conference, or incur other project-related expenses until you receive notice of funding.
- URCW travel funds are typically disbursed following submission of a completed travel report and receipts. To have URCW Grant Funds disbursed to you, you must submit an itemized travel expense report form and individual itemized receipts, for each expenditure, within one week of your return. The value on the receipts must match the numbers included in the travel expense form. If they do not, you will need to turn in a worksheet that shows how the numbers match up. You may download a worksheet from our webpage.
- Budget numbers on this application are considered estimates, but to be as accurate as you can, include tip and tax in estimates.
- If traveling by car, please print route of travel map(s) from Google maps and add up the mileage indicated. Car travel will be reimbursed using current HPU reimbursement rates (currently $0.565 per mile) for those miles indicated by Google maps. These maps must be submitted with your receipts. We do not accept odometer readings for computing reimbursement for mileage.
- Your lodging estimate should include the daily hotel rates plus all additional taxes and fees. Charges for in-room videos, mini-bar charges, telephone charges, damage, etc. are not covered by URCW travel funds.
- You may be reimbursed for meals but not additional snacks. You must save all receipts for meals. As a maximum estimate for meals, you should expect to be reimbursed no more than $10 for breakfast, $15 for lunch, and $25 for dinner. Receipts must show the actual meal listed, as well as amount, and tip. (Credit card receipts are not acceptable because they only show amount.)
- You will not be reimbursed without appropriate receipts.
- You will not be reimbursed for tips over 20%.
- Purchases of alcohol will NOT be reimbursed, in accordance with university policy. Tax and tip based on alcohol must be factored out of the receipt you turn in.
- All university policies regarding travel, expenditures, reimbursement, and behavior must be followed. Please be aware that the HPU Code of Conduct and Honor Code are in full effect during travel sponsored by the university. If students are found to be in violation of these codes, any URCW-approved funds will be revoked.
Application Review and Award Amounts
Each application will be reviewed by a sub-committee from the Undergraduate Research and Creative Works Committee. The sub-committee will look at applicants who adhere to the application and budgetary guidelines as stated above. Please note that many factors are taken into consideration when funds are awarded. The following represent the maximum amount awarded for each area per individual per year!
Student Award Amounts:
- $1500 – Student presentation at a national level. Up to 4 awards per year (2 fall, 2 spring). Must be a substantial presentation, performance, or exhibition at a national setting or conference. The student must also have an established track record of research and research presentations.
- $750 – Student presentation at a conference. The student must actively be participating in the undergraduate research program with an oral presentation, poster, panel, performance, exhibition, etc.
- $250 – Student project support. This also includes travel related to data collection, etc.
- $250 – Student observer at a conference. Student must clearly identify the purpose for attending and the learning objectives on how this attendance will facilitate the development of a future URCW project.
Faculty Award Amounts:
- $1500 – Must be traveling with at least 1 student who is presenting.
There is no set limit on the number of awards during the academic year except for the top student award stated above. However, there is a limit on the amount an applicant can be awarded a year. Applications will continually be reviewed and awarded through out the academic year until funds for the academic year have been exhausted. Amounts are subject to change depending on funding amount for the academic year.
If you have questions about the application process or guidelines, please contact Dr. Joanne Altman, Director of Undergraduate Research and Creative Works (firstname.lastname@example.org).
Student Travel Release Forms
All students must complete a Student Travel Release Form and turn it into the Office of Undergraduate Research and Creative Works with the Grant Application. If travel only keeps you away for the day you should complete the DAY TRAVEL RELEASE FORM. If your travel will have you away overnight, you must complete the OVERNIGHT TRAVEL RELEASE FORM. You may drop the signed form off at Phillips 115 or scan it and send it by email.
Faculty Pre-Payment Form (Faculty Only)
Faculty are eligible to receive money in advance of the trip. Unspent funds would simply be returned. To receive funds in advance of your travel, please complete the FACULTY PRE-PAY TRAVEL FORM and include the approved budget items. Return the form to the Office of Undergraduate Research and Creative Works (Phillips 115). Within approximately three weeks you should be able to receive a check for the covered amount, including the students’ funds. If you do not wish to receive funds in advance of the trip you may skip this step. Either way, upon return, you will need to submit a Travel Expense Report, with receipts.
Travel Expense Report
When you have completed the grant-related travel, you must complete the HIGH POINT UNIVERSITY TRAVEL EXPENSE REPORT and return it with original itemized receipts (organized per person) and other supporting documents within one week of your return to Dr. Joanne Altman in the Office of Undergraduate Research and Creative Works. Each receipts must match up against the Travel Expense Report. If they do not because you have totaled receipts please use our WORKSHEET. You will also need to show expenses per individual so we can verify award limits. Again, see the worksheet. You must also include the following supporting documents with your expense report:
- A copy of all student presentation conference abstracts or conference submissions covered in the grant application.
- Evidence of meeting participation which can be a copy of any formal notification that the student presentation(s) was(were) accepted for presentation or a copy of the conference program listing the student’s work.
- All original receipts for hotel, transportation, meeting registration, food, or other travel expenses (Note: Credit card transaction receipts are not acceptable. You must include a copy of the itemized receipts detailing services provided or items purchased such as food items, total amount, tips, etc.). Purchases of alcohol and corresponding tip and tax are not reimbursable expenses.
- If traveling by car, a printed “route of travel” map from Google maps.
Submit an application for funding:
STUDENT PROJECT SUPPORT GRANT
STUDENT TRAVEL GRANT (only if NOT traveling with Faculty)
FACULTY TRAVEL GRANT