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Travel Funding & Reimbursement

Travel Authorization & Funding Guide for Graduate Students (PhD only)

Before making any travel arrangements or purchases, you must obtain an approved Travel Authorization Request (TAR). Please let your department know of your travel plans well in advance, as this will help ensure processing goes smoothly and there are no delays.

Effective March 1, 2025, if you depart on an international trip prior to full Travel Authorization (TA) approval, a confirmation of which is emailed to you, there will be no reimbursement of travel expenses paid by you from personal funds, and repayment from the traveler to the University for expenses paid with University funds will be required. Further, an employee may be subject to discipline and/or restrictions on international travel privileges. Regardless of whether a proxy assists in the TA process, the traveler is responsible for verifying that the TA is fully approved before departing on the trip and will be held accountable if it is not.

This guide outlines the procedures for submitting a TAR and securing available travel funding.

1. Travel Authorization Request (TAR)

Required information needed to submit TAR (send to Senior Program Coordinator, Lorena Rainero, lrainero@fiu.edu) 

  1. Travel details: Dates, destination, and name of the conference or event.
  2. Justification: How this travel benefits your academic/professional development and FIU.
  3. Estimated costs: Include airfare, registration, lodging, etc. (even though you will only receive up to a stated maximum amount dependent on funding availability), the full total allows for Modern Languages to better track how much students are paying for travel.

Submission Process

  • To start the TAR process, you will need to add Lorena Rainero as your proxy in the FIU financial system if you haven’t already (please email her at lrainero@fiu.edu if you need the instructions).
  • Once Lorena has received the required information above and she is listed as proxy, the TAR will then be submitted on your behalf (The TAR process can take up to two weeks to be created, submitted, and approved).

Tip: Please review the FIU Travel Manual for detailed travel policies, especially for international/foreign travel.

 

2. Travel Funding Resources

SIPA Travel Funding

The Steven J. Green School of International & Public Affairs (SIPA) offers up to $400 per fiscal year (July 1st - June 30th). There is a limited number of awards and early applications are highly recommended.

Application Timeline

  • Submit your request at least three weeks before your travel date. No exceptions.

Steps to Apply

  1. Fill out the SIPA Application on page 3, and read procedures thoroughly (on page 1). It is the student's (traveler's) responsibility to follow necessary procedures and steps.
  2. Obtain the Graduate Program Director’s (Dr. Andrea Fanta) signature via FIU DocuSign – her email is afanta@fiu.edu.

All documents required from student:

  • SIPA application form (see above)
  • Copy of unofficial FIU transcript
  • Purpose of travel (conference acceptance letter, research site, invitation for interview, etc.)
  • TAR either in submitted or approved status.

Submission:
Send the completed SIPA application form and all documents listed above (in a single PDF file) to sipagrad@fiu.edu. Please copy afanta@fiu.edu and lrainero@fiu.edu on the email.

*Applications not meeting the required criteria will be returned to the student and the program/department for revision. Only one revision opportunity will be allowed. If the resubmitted application still does not meet the required criteria, the application will be denied.

 

Graduate and Professional Student Committee (GPSC) Travel Funding

  • Provides support for conference travel, research, and professional development.
  • Highly competitive – early application is strongly encouraged.

Application Timeline

  • Apply at least five weeks before the travel date. No exceptions.

Steps to Apply

  1. Visit the GPSC Website to go over their application details and funding presentation.
  2. Complete the application form according to the instructions provided.

Contact: For questions, email gpsc@fiu.edu.

 

Modern Languages Department Travel Funding

  • Additional support may be available after SIPA and GPSC funds have been exhausted.
  • Funding is limited and awarded at the department’s discretion.

Steps to Apply

  1. Submit a written request to Dr. Nicki Fraser, Department Chair – nfraser@fiu.edu
  2. CC the following individuals:

Include in Your Email:

  • Travel details (dates, destination, reason (conference/research/etc.)
  • Justification (academic/professional benefit to FIU)
  • Estimated costs (airfare, lodging, transportation, etc.)

Final Notes

  • Apply early to maximize your chances of receiving funding.
  • Reach out to the contacts listed above for help or clarification at any stage in the process.

 

Booking Your Travel

The FIU Travel Office has strict parameters regarding compliance and receipt documentation, you must review the FIU Travel Manual for the most up-to-date policies, as it is the traveler's responsibility to be in compliance.

After travel is complete and an expense report is submitted, all budget managers must approve. Final approval by the Office of the Controller can take up to several weeks.