The Caine College of the Arts at Utah State University is committed to enriching the educational experiences of its students. Recognizing the pivotal role of external engagements in shaping future artists and scholars, the college allocates funds each semester from Differential Tuition (DT) to support Dt Travel. This initiative is designed to facilitate student attendance at conferences, workshops, and other events that significantly contribute to their professional and creative development. Funding proposals are reviewed and awarded on a rolling, first-come, first-served basis until the annual budget is exhausted.
How to Apply for DT Travel Funding
Students seeking DT travel funds must submit their proposals through the ServiceNow platform.
A complete proposal for DT travel funding should include the following components:
- Detailed Travel Summary: A one-page summary, submitted via ServiceNow, outlining the specifics of the proposed travel and explicitly detailing how this experience will foster the student’s professional, scholarly, and creative growth. It’s important to note if the travel includes virtual attendance at a conference, symposium, or workshop.
- Student Roster (If Applicable): For group travel, a roster is required, listing all participating students. This roster, using the provided template (roster), must include each student’s Aggie ID Number (A#), declared major, and projected graduation date (month/year).
- Matching Funds Information: Disclosure of any pending or secured matching funds from other sources is necessary. Students are strongly encouraged to actively seek matching funding opportunities to maximize the impact of their DT travel award.
- Faculty Advisor Support: Each proposal requires the endorsement of a faculty advisor who supports the student’s travel plan. Students should inform their faculty advisor about their intention to submit a DT travel funding proposal.
DT Travel Funding: Key Award Guidelines
To ensure fair and effective allocation of DT travel funds, the following guidelines are in place:
- Eligibility: Currently enrolled majors within the Caine College of the Arts are eligible to apply for DT travel funding. This funding supports legitimate travel and professional development opportunities, certified by both a faculty advisor and department head, who will provide electronic signatures via ServiceNow. Notably, eligibility extends for one semester post-graduation (summer semester for May graduates), allowing graduating students to leverage DT travel funds for immediate career advancement opportunities.
- Per-Student Allocation: DT travel funds are allocated on an individual student basis, not as a lump sum for groups. Consequently, budget proposals must clearly itemize costs per student traveler.
- Funding Coverage and Limits: DT funds are designed to cover up to 60% of allowable DT travel expenses. These expenses include transportation, lodging, and applicable conference or event fees. The maximum DT travel funding per student, per trip, is capped at $1,750 for domestic travel and $2,000 for international travel. Furthermore, an individual student’s total DT travel funding within an academic year cannot exceed $4,000.00.
- Expenses Not Covered: It’s important to note that certain expenses are not covered by DT travel funds. These include personal expenses such as private lessons, meals, performance tickets, museum entrance fees, course-related travel, extra hotel amenities, souvenirs, and personal purchases. Students are encouraged to explore supplementary funding avenues, including departmental funds, the Academic Opportunity Fund, RGS Undergraduate Travel Funding, RGS Graduate Student Travel Funding, Honors Program, and URCO, to bridge the remaining 40% of DT travel costs.
- No Retroactive Funding: DT travel funds are not awarded retroactively. Funding is not available for travel or expenses already incurred. Please allow a minimum of ten business days for proposal processing. Submissions within ten days of the intended travel date will not be considered.
- Exclusion of Study Abroad: DT travel funding is specifically not intended for study abroad programs. Students seeking funding for study abroad should consult the USU Office of Global Engagement for relevant scholarship opportunities.
- Travel Authorizations and Arrangements: Students approved for DT travel funding are required to collaborate with Cami Tureson in the CCA Business Services Office (Dean’s Office) to complete necessary travel authorizations at least fourteen days prior to departure. Students can work with Cami for travel arrangements or opt for reimbursement upon submission of receipts.
- Trip Withdrawal and Repayment: Students who are granted DT travel funding but subsequently withdraw from the trip are obligated to repay their portion of the travel award. Group leaders are responsible for ensuring all group members are aware of this and all other DT Travel guidelines before committing to travel. Exceptions to this policy are reviewed by the DT Travel Committee.
- Travel Timeframe: DT travel must occur within six months of the funding award date. Students should apply for DT travel funding no earlier than six months before their planned travel dates.
- Receipt Submission: Following their DT travel, students must submit itemized receipts individually (not as group submissions) to Cami Tureson at [email protected] within two weeks of returning. Receipts must include the student’s name, date, purchase amount, and payment method (note: Venmo, CashApp, ApplePay, or cell phone screenshots are not acceptable proof of payment). It is also important to note that airfare purchased with airfare credit is not reimbursable according to university policy.
After Your DT Travel
Upon returning from your DT travel, timely submission of receipts is crucial for reimbursement processing. Adhering to the guidelines ensures a smooth and efficient reimbursement process.
