Graduate School Transportation Grants

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Transportation grants, for travel expenses only, are available for doctoral and masters students presenting a research paper or poster session at an international, national, or regional academic conference or professional society meeting. Students may receive this grant only once. Applications are considered throughout the year and may be submitted prior to your travel or within 30 days following completion of your trip.

Application

Transportation Grant Application (PDF, 65KB)

Frequently Asked Questions

How do I qualify for the Graduate School Transportation Grant?
The following criteria must be met:
  1. You cannot have received this grant in the past.
  2. During the fall and spring semesters you must be a full-time, registered graduate student in good standing. You do not need to be registered during the summer.
  3. You must have been invited to present your original research (paper or poster) at an academic conference or professional society meeting.
  4. Applications may be submitted prior to travel or within 30 days after completion of travel.
What kind of expenses can I be reimbursed for?
The Graduate School Transportation Grant can be used for transportation expenses necessary for conference attendance only. Eligible expenses include: airline tickets, train or bus tickets, shuttle bus, or mileage when using your personal car.
What kind of expenses are not eligible for reimbursement?
You cannot request reimbursement for: conference registration fees, meals, lodging, or any non-transportation related expenses. In addition, travel for personal (non-conference related) reasons, additional expenses such as class upgrades, rescheduling fees, travel insurance, and rental car reservations are not eligible for reimbursement.
Can I apply now and use the grant to purchase my airline/train tickets later?
No, you must first purchase your tickets and submit the receipt with your application. You will then be reimbursed for the cost of the ticket plus estimated ground transportation up to $50.00.
What do I need to submit with the application?
A complete application includes:
  1. A signed and completed application form
  2. Proof of your presentation at the conference (invitation from the conference organizers/copy of conference schedule with your presentation identified)
  3. Receipts for transportation expenses to and from the conference location (airline ticket, train ticket, etc.)
Does it matter which airline I fly with?
No, you should look for the most economical ticket price, regardless of the airline.
When will I receive my reimbursement check?
Reimbursement checks are processed once per month. The processing and issuance of reimbursement checks may be delayed at times of the year when many conferences occur. You should allow a minimum of 3-4 weeks for processing. Do not plan on receiving your reimbursement before you leave for your trip.
How will I receive the reimbursement check?
If you have previously set up direct deposit with disbursement services, your check will be deposited directly into your account. Otherwise, your check will be mailed to the address that you provided on the application form.
What are my chances of receiving this grant? Is it very competitive?
If you qualify for the grant and you submit a complete application with all the required materials for eligible transportation expenses, you will be approved. Every graduate student may receive only one transportation grant from the Graduate School while a student at UNC.
Are there any other transportation grants available to graduate students other than this one?
Yes, you can apply for different transportation grants through your department or the Graduate & Professional Student Federation. The GrantSource Library may also be able to help you find external grants for travel expenses.
Will I get the full amount of reimbursement that I requested?
The maximum reimbursement amounts are $500.00 for domestic travel and $1000.00 for international travel. Any expenses that are not properly documented or justified are not eligible for reimbursement.
I would like to attend a certain conference, but I will not be presenting there. Am I eligible for this grant?
No, you must be presenting your own research to be eligible.
What if my advisor is not available to sign my application form?
You may have your department chair, director of graduate studies, or student services manager sign your application on your advisor’s behalf.
I just returned from a conference and I realized that I forgot to send in my application. Is it too late to apply?
No, it is not too late. You may submit a completed application within 30 days of completing your travel.
I purchased my airplane ticket online. How should I submit the receipt?
You can print out a copy of the email receipt or e-ticket itinerary. It should include all the flight information and payment information. You can also forward the emailed receipt or e-ticket to the Graduate School Fellowships Office.
I purchased a package online which includes flight and hotel expenses together. How should I submit this receipt?
You will need to distinguish the cost of the transportation from the rest of the travel package. If the components are billed separately, include documentation of the cost of the flight alone. You will need to provide any necessary documents to properly distinguish the cost of eligible expenses to apply for reimbursement for those expenses.
Can I apply for reimbursement for the cost of a rental car?
No, rental cars are not eligible for reimbursement from this grant.
I am a medical student. Can I apply for the Graduate School Transportation Grant?
No, only students who are part of the Graduate School are eligible (view a list of eligible graduate programs.)
What if I am driving my own car to the conference? Can I be reimbursed for gas?
If you drive your own car, you will be reimbursed at the standard mileage reimbursement rate as determined by the IRS, currently $0.585 per mile for travel that began on or after July 1, 2008 and $0.505 per mile for travel that began before July 1, 2008.
What about ground travel from the airport to my hotel or from the hotel to the conference and back? Do I have to take the conference/hotel shuttle, or can I take a taxi?
You must use the most economical form of transportation available. The Graduate School provides an allowance of up to $50.00, not to exceed the maximum award amount.

For additional information, e-mail the Graduate School Fellowships Office.