Student Travel

These policies apply even if you’re only registering for a local or virtual conference.

You must follow ALL of the “First Steps” below. If you do not follow step 4, the department does not know about the trip.

First Steps

1. Fill out the ESE Student Pre-Authorization Travel Form (PDF Version) to get permission from the person funding the trip.
   • If you did not do this before the trip, please do it after.
   • The Docusign form will route automatically based on the email addresses you enter. If it doesn’t work, use the pdf instead.
   • This form is attached to Robin Whitley’s account, so it looks like she sends the emails. They are automatic and she has no knowledge of them.
2. When the form is routed back to you, look at what your advisor selected for Primary Beneficiary, Student or University.
   • Student: decide if you need an increase in your Cost of Attendance. For additional information, please consult https://studentaid.unc.edu/graduate/what-aid-is-available/department-funding/ or email OSSA at aidinfo@unc.edu.
   • University: select “University is the beneficiary. COA does not apply.”
3. Sign the form.
4. Choose the appropriate travel process below to submit your complete form and request advances, airfare, registration, etc.
   • International travelers: You must request additional approval before you can leave the country.

Next Steps

Look at your Pre-Authorization Form. What did your advisor choose for Primary Beneficiary?

• Student – Travel for Student Benefit via GradStar
• University – Travel for University Benefit via Web Travel (or Concur)

Forms and Policies

Contacts

If you need help, please contact the appropriate person below: