Policy Guides:

TEES travel policy (2024): https://tees.tamu.edu/fiscal/_files/_documents/TEES-Travel-Policy.pdf

Federal travel policy (2024): https://tees.tamu.edu/fiscal/_files/_documents/TEES-Federal-travel-policy.pdf

1. Conference Travel

• Conference travel is a privilege, wherein we represent the ourselves,the group, and the University. The expectation is group members attend the interested talks, interact with researchers from other groups and learn. It's not a holiday! However, more often than not there will be time to enjoy the location.

• It's the responsibility of the student to identify the conference they want to attend and bring to the PI's attention.

• Once the track and the conference has been decided, start drafting your submission early.

• After getting acceptance from the conference, its time to get travel documents ready.

2. Travel to conference

Domestic Travel

• First time, travelers are to request their travel cards from MSEN-business office. This card will remain with you for your duration of stay with the group. Expect to wait 4-6 weeks for card to arrive. Follow the guidance here: Travel Card Instructions.pdf

• Before traveling, add travel request on Concur and get the approval from the msen-business office. Concur can be accessed from SSO. Estimate costs of travel prior to booking tickets and hotels.

• Book your tickets and hotels early, the prices go up fast as when conference date approaches. Use "local" for funding source

• After return, submit the travel expense report and attach the approved travel request with the report. Attach all travel related receipts to the report.

• Submit the report with in 30 days of your return from the conference.

• For any questions using Concur and creating a travel request, email Isabel Cantu.

International Travel

• International travels have the same requirement as domestic, however, the approval takes longer. So plan ahead.

• Please be cognizant of your visa requirements.

Always connect with the business office well in advance for your tavel and ask them questions.

Congrats! You attented your conference.