Do you plan on traveling & presenting at a conference? 

What to know first…

  • Your point of contact for Travel will be: 

          Mrs. Stephanie Avila
          Email: geotravel@txstate.edu
          Phone: 512-245-2092
          Room: ELA 129

  • Conference travel requests for 2025-2026 MUST be submitted by October 10, 2025.
  • For ALL travel, you must follow the Student Travel Policy (UPPS 05.06.03) as this is required for liability purposes according to University policies.

Are you in need of travel funds?

Graduate Students: You may apply for travel funding from the Department, the Graduate College, and the College of Liberal Arts ONLY if you are presenting a paper or poster at a conference. To be eligible for funding, you must provide documentation verifying your paper/poster acceptance (letter/email)

Here is the breakdown of funds you can receive per conference:

  • $300 – Department of Geography (up to 2 conferences).
  • $150 – The Graduate College (1 conference).
  • $100 – The College of Liberal Arts (1 conference)

To apply, please complete the Graduate Travel Fund Request form 

Undergraduate Students: You may also be eligible to receive funding from the Department and the College of Liberal Arts. To apply, complete the Undergraduate Travel Fund Request.

For additional funding, you may also apply for The Rising Scholarly Travel Activity and Research (S.T.A.R.) Grant. 

 Please DO NOT submit your applications to the Graduate College or the College of Liberal Arts. 
Submit to Stephanie Avila––email (geotravel@txstate.edu) or in person. 

You must plan ahead of time and decide which conferences you are going to attend and submit your travel request by October 10, 2025. We recommend allocating any additional travel funds from the College of Liberal Arts and the Graduate College to your highest-cost conference. Be sure to submit that travel request first to increase your chances of securing funding from those sources. Please remember that, although there is support from multiple sources, these funds may not cover all your trip expenses. It’s important to plan carefully and explore other funding options if necessary. 

QR codes for each application are available on the 3rd floor travel board (opposite the elevator). Please email geotravel@txstate.edu if you wish to obtain a paper copy. 

DO NOT log into Concur to create a travel request or purchase airfare, book lodging, or make any other arrangements.

After your travel: what’s next?

You will submit your receipts (paper/digital) using the department’s Travel Reimbursement Form.

Accepted receipts are:

  • Lodging – MUST be Itemized
  • Airfare – MUST include itinerary
  • Registration Fee
  • Taxi/Rideshare/Rail/Public Transportation
  • Parking Fees
  • Personal Vehicle Mileage

Food/Meal receipts will NOT be accepted for reimbursement.
Meal per diem will be calculated.
Please DO NOT create an expense report.

Receipts submitted for reimbursement must be in your name. You have 10 days after your return to submit them, and it is your responsibility to ensure timely submission. Once your expense report is complete, Stephanie will notify you and send a Traveler’s Certificate Statement via email for your review and approval.

Please note that all graduate and undergraduate travel expense reports will be submitted on your behalf by proxy.

These travel procedures are in place to ensure that your Travel Request & Expense Reports are processed and reimbursed in a timely manner, all in accordance with University Policies & Procedures.

Questions or concerns?

Please do not hesitate to reach out. If you receive any concerning emails from Concur, please contact Stephanie.

Travel Reimbursement Form

travel reimbursement qr code