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[Print-friendly version] Travel Conditions and Requirements Approval Process Links to Forms Field Trips Accommodation and Sustenance Publications The Faculty expects that students undertaking higher degrees by research (HDR students) participate in the full range of research activities, including research at other locations (including overseas) and conferences.  Travel to engage with other researchers in the same field is a critical part of the research training experience. Further, the Faculty encourages the publication of research outcomes in appropriate international forums, especially internationally relevant conferences.  The Faculty therefore provides travel funding support for HDR students as part of their program of research. HDR students can access the following amounts of funding for approved travel from the Research Portfolio: PhD students:  $3000 over the total candidature Masters Students: $1500 over the total candidature Additional funding may be made available through the research theme, supervisor or industry partner support. For access to Research Theme support (from the Themes: Design, Infrastructure, Medical Engineering, Smart Systems), a case would need to be made to the relevant Theme Leader through the student supervisor. Conditions and requirements for accessing Faculty travel funding: Faculty travel funding will normally only be considered under the following conditions: Timing - for students, travel will normally not be approved unless it occurs prior to 3 months before their expected completion date. For Masters students this rule may not apply in some instances, and is at the discretion of the HDR Director to give approval dependant on the proposed publication outcome - ie a journal paper If you are a PhD student you also need to have conducted your Confirmation Seminar Approval -the student’s supervisor approves the request for travel funding HERDC (Higher Education Research Data Collection) requirements -for funding to attend a conference: the student is presenting a paper at the conference the conference paper will be published in a refereed proceedings meeting the criteria for inclusion in the HERDC publications collection, unless the supervisor provides written evidence that this is inappropriate the paper must be entered on the QUT e-Prints collection and submitted to the Research Portfolio Office for inclusion in the HERDC collection when the student provides their conference/travel report after returning from the conference Conduct of research at another location the student’s supervisor provides written support for the proposed program of research indicating how the period of research supports the aims of the research program Progress - the student is making satisfactory progress and meeting progression milestones Top of Page Process of Approval: The student needs to: check the notes on reimbursement - travel claims - as provided by our Faculty finance area ensure that the Faculty Travel Application Checklist is completed so that all necessary documentation is presented complete a QUT Overseas / Domestic Travel Application form ensuring that the budget section is completed. complete a Faculty Research Higher Degree Student Funding Request ensuring that information about budget allocation is included in the Funding Details section. This form requires supervisor signature - the supervisor will also check that HERDC requirements have been met for conference travel obtain a quote for airfares and an itinerary as well as information on any proposed accommodation submit all completed paperwork to the relevant Theme Coordinator located in the BEE Research Portfolio (GP O706), who will check the documentation and obtain the signature of the Assistant Dean Research and the Executive Dean (for international travel) Once the Theme Coordinator has passed on the paperwork for final signatures it proceeds to Faculty Finance. The Research Finance Officer is Gwenda McKenna x82935. She may contact students for final clarification if necessary. The request for Faculty Travel funding does not constitute approval for travel and the normal Faculty processes for approval of travel must be sought. Please note that this takes time so the travel documentation needs to be prepared well in advance. Top of Page Links to forms: Faculty Domestic Travel Application Checklist Faculty International Travel Application Checklist For domestic travel, the Domestic Travel Requisition must be completed For international travel, the Overseas Travel Requisition must be completed Faculty Travel Funding Request Form Top of Page After the conference: It is most important that students: enter their conference paper on the QUT e-Prints collection submit a conference/travel report to the Research Portfolio Office that includes: the e-Prints cover sheet to show that the paper has been uploaded onto e-Prints the conference paper and supporting documents, with signatures, for inclusion in the HERDC collection Top of Page Field Trips Field trips must be approved in writing by your supervisor and the Research Portfolio Office notified, prior to any further arrangements being made, otherwise you will not be reimbursed for any costs incurred. Helpful information on running a successful field trip can be found on numerous websites. When conducting a field trip you may need to access the following resources: For claiming mileage provide a completed Mileage Claim form to your specific Theme Coordinator, located in the Research Portfolio Office at Gardens Point for Design, Infrastructure and Smart Systems and at IHBI Kelvin Grove Campus for Medical Engineering. QUT vehicles are available for hire for QUT research - related activities. To hire a vehicle you must have prior written agreement from your supervisor. Bring this agreement with all relevant details, (duration of trip, destination etc) to your Theme Coordinator who will organise the booking. Hire of equipment (laptop, camera, recording devices) can be arranged through the Faculty Resource Centre located in D Block, Level 1, Room 107. If the necessary items are not available contact your Theme Coordinator. Guidelines on writing your report Top of Page Accommodation and Sustenance Support for accommodation and sustenance on some occasions may be supported. If you have had financial support approved, to claim, a Payment Claim form must be completed and submitted to your Theme Coordinator who will process it. Travel costs can be reimbursed using one of the following three methods: Submit your claim prior to travel by claiming the daily travel allowance in which case receipts will not be required. For domestic travel accommodation costs are included in the allowance, however, accommodation costs are NOT included in the allowance for international travel. Receipts will need to be submitted for international accommodation costs. To claim the travel allowance for BOTH domestic and international travel prior to departure, you must submit a Travel Diary and itinerary along with your payment claim form. Claim an advance of the estimated costs, in which case you have 30 days following your return to reconcile the advance against receipts. Claim your costs on your return by attaching all receipts to the reimbursement claim form, as you do for petty cash reimbursements for over $50.00. Top of Page Publications The Office of Research collects information about the publications written by QUT staff and students. These publications fall into two categories, the HERDC Collection and the QUT Scholarly Collection. Cover sheets are required to be completed for each publication category submitted. Links to these cover sheets are found on the above two links. Top of Page