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 Cottrell 226 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, but the policy has changed. Faculty may now only received partial pre-payment for expenses already paid. To receive those funds in advance of your travel, please complete the PARTIAL PRE-PAYMENT FORM and receipts. Return the form to the Office of Undergraduate Research and Creative Works (Cottrell 226). 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. You must note the advanced payment on the Travel Expense Report.
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), a copy of the pre-payment request form, and other supporting documents within two weeks of your return to Dr. Joanne Altman in the Office of Undergraduate Research and Creative Works. See GUIDELINES for the documentation necessary to receive your reimbursement. If your grant covers more than one individual you will also need to complete the PER-INDIVIDUAL WORKSHEET. The URCW Office needs a report of expenses per individual so we can verify award limits. If you are submitting a GROUP TRAVEL GRANT request, please include this GROUP BUDGET FORM with the application. The receipts must be able to be directly tied to the Travel Expense Report. If you summed receipts for the Travel Expense Report you need to show the math. Anyone expecting a reimbursement check/deposit must turn in a Travel Expense Report in their own name. All Travel Expense Reports tied to one grant should be turned in together.
SIRG and Small Project Expense Report
To receive approved funds for your SIRG or small project support application, you must complete the HIGH POINT UNIVERSITY SIRG and SMALL PROJECT EXPENSE REPORT and return it with original itemized receipts, a copy of the pre-payment request form, and other supporting documents to Dr. Joanne Altman in the Office of Undergraduate Research and Creative Works. See GUIDELINES for the documentation necessary to receive your reimbursement.
Checklist for what should be turned in with receipts:
__ Travel Expense Report(s) – must include all Travel Expense Reports tied to one grant
__ Per-Individual Worksheet
__ Brief summary of the event
__ Documentation of presentation(s)