Guidelines for Foreign Travel Support
Application and Submission Information
Awarded Information

Guidelines for Foreign Travel Support

The University of Georgia Research Foundation, Inc., will provide support for travel in connection with international meetings outside the United States.  Faculty members, research professionals, postdoctoral associates, and graduate students are eligible.  All Adjunct professors and Non-UGA paid employees are ineligible. Requests will be evaluated competitively, with priorities based on (a) the importance of the meeting and (b) the significance of the individual’s participation.  In general, broadly international special meetings and significant international congresses will have higher priority than annual meetings of membership organizations.  Priority will be given to those who present research papers, performances or exhibits.  The degree of selectivity in requests; for example, a specific invitation to give a plenary lecture will receive preference over presenting a paper which is routinely accepted upon submission.

Awards will be limited to round-trip air fare at the lowest available price (APEX, SuperSaver, or similar) between Atlanta and the major international airport nearest the meeting site.  Some commitment of funds by department, school or college, research grant, or (for graduate students) the Graduate School, will normally be required.

Documentation of participation (letter of invitation, copy of program, etc.) and endorsement of department head is required.

Applications received after 5:00 p.m. on the deadline date will be considered at the next deadline.  Applications that are submitted without documentation of participation or department head endorsement will be returned to the applicant and will not be reviewed until the documentation is provided.

Applications should be submitted to the Office of the Vice President for Research, according to the schedule below.  Please see the "Application and Submission Information" section for instructions on applying and submitting to the Foreign Travel Assistance Program.

Application and Submission Information:

What is needed?

• Foreign Travel Application
• Copy of Invitation or Acceptance
• Endorsement of Department Head.  This may be obtained by signature on the application form or an email from the department head.

How do I submit?  You can:

• Submit Electronically
• Send a PDF file of all the required materials to jhawks@uga.edu.
• Scan hardcopy materials to convert them to a PDF document for electronic submission.
• Submit Hardcopy
• Send or bring the required materials to OVPR, c/o Jessica Hawks, Room 650 Boyd GSRC, CAMPUS

Notes to Remember:

• Must be UGA employee to apply (paid a salary through UGA payroll).
• Applications received after 5:00 p.m. on the deadline date will be considered at the next deadline. 
• Applications that are submitted without documentation of participation or department head endorsement will be returned to the applicant and will not be reviewed until the documentation is provided.

Please call 706-542-5056 or email jhawks@uga.edu if you have any questions regarding submission.

Awarded Information:

 I have been awarded, now what do I?

• Complete UGA Travel Authority. Leave Account Number space blank for UGARF.  Fill in Name of Account as UGARF FOREIGN TRAVEL. Fill Amount as amount awarded according to letter. All other account numbers to cover expenses other than airfare should be filled in also.
• Submit completed Travel Authority to Teresa Thomason (Room 638B Boyd GSRC), 10 days prior to trip.
• For reimbursement upon return, complete UGA Check Request form (carbon copy form) leaving UGARF account number blank, fill account name as UGARF FOREIGN TRAVEL, and fill in amount of reimbursement (if more than the amount of the award then only awarded amount will be reimbursed). Also fill out Travel Expense Statement. Please make sure that all documents are signed correctly or this will delay reimbursement. For UGA Travel Policies and Procedures please refer to Ask UGA, Controller’s Division, Accounts Payable, Policies, Travel Expense.  Attach original receipt behind Travel Expense statement and submit to Teresa Thomason at the University of Georgia Research Foundation, Inc., 638B Graduate Studies Research Center.

For questions regarding your award, please contact Teresa Thomason at 706-542-3182 or tmt@uga.edu.

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