Graduate student research and presentation TRAVEL AWARD Guidelines
The Office of Graduate and Professional Studies’ Graduate Student Research and Presentation (RAP) Travel Award provides graduate students with educational and professional development opportunities through reimbursing up to $750 for travel expenses associated with academic conferences and research projects in the United States and abroad.
Please click here to visit the FAQs for more information.
Please click here for the online Application Form instructions.
Please click here for the online Reimbursement Form instructions.
Please click here for Committee Chair and Department Head Approval instructions.
UPDATE 01/01/2021: In compliance with current TAMU travel policies, the Office of Graduate and Professional Studies is TEMPORARILY accepting applications for Virtual Conference Abstract and Registration Fees ONLY (oral or poster presentations).
We are not accepting applications for travel at this time. If you have received approvals for travel as "mission essential" and wish to discuss, please email firstname.lastname@example.org.
We will review this decision on the first of every month in accordance with TAMU Travel Guidance. Updates will be posted here. Please direct questions to email@example.com.
Award Application & Reimbursement Portal
It is the applicant’s responsibility to review ALL information provided below BEFORE applying. The deadline to submit an application for a virtual conference is 10 business days prior to the first day of the conference. To start an application, please click here.
All graduate and professional students planning to travel MUST follow Texas A&M University's travel guidance in response to COVID-19.
The applicant must be a currently enrolled graduate student in one of the following colleges at TAMU – College Station: College of Agriculture and Life Science, College of Architecture, Bush School of Government, Mays Business School, College of Education and Human Development, College of Engineering, College of Geosciences, College of Liberal Arts, College of Science, or the College of Veterinary Medicine and Biomedical Sciences.
The applicant must be in good academic standing (3.0 GPR) both at the time of application AND at time of receiving reimbursement.
The applicant must be registered as a full-time graduate student at TAMU – College Station at the time of application AND at the time of receiving reimbursement.
NOTE: If the applicant will use the research and presentation travel award to travel during the summer but does not wish to register full-time for the Summer Term, they may: 1) register for 1 or more credit hours during the summer to receive the RAP reimbursement during the summer, or 2) register full-time for the Fall Term to receive the RAP reimbursement when the Fall Term begins. Applicants must submit reimbursement Forms within 30 days of the trip return date.
Students will receive a maximum of one travel award per graduate degree level. NOTE FOR VIRTUAL CONFERENCES: If applying for the Travel Award for a virtual conference registration fee that is $300 or less, you may apply again for a second travel award during your degree.
Conference applicants must commit to fully participating in the conference (beyond thier oral or poster presentation). This commitment should be addressed in the Travel Purpose and Activities Essay under Additional Requirements for the Application AND should be noted in the 2-page Reflection required in the Reimbursement Form.
The purpose for travel should directly relate to the applicant’s degree program.
Prior to the application deadline, applicants must have attended AND completed an associated reflection quiz for at least one G.R.A.D. Aggies Professional Development Event. The student must attend the G.R.A.D. Aggies event within the 12 month period prior to the application deadline. The OGAPS Travel Award Review Committee will verify attendance (i.e. through ERS attendance records and sign-in sheets) and completion of the reflection quiz (i.e. through your upload screengrab of your reflection answers).
IMPORTANT: Do not submit your application if you are missing any requirements (please read the Application Requirements section below carefully). We are not able to accept supplemental materials via email and the application portal does not allow any additional documents to be added to your application. If you are missing requirements, we will have to return your application to you for you to update and then your Committee Chair and Department Head will have to reapprove the application.
To see current G.R.A.D. Aggies events, click here. NOTE: The event must be a G.R.A.D. Aggies event (with a PDU value) to meet this requirement. G.R.A.D. Aggies events have "G.R.A.D. Aggies" in the event title and a PDU value in the event description. Visit
grad-aggies.tamu.edu for more information.
The reflection quiz can be found in the G.R.A.D. Aggies Professional Development Certificate page through eCampus (under My Organizations). If you do not have access to this page fill out the form here: grad-aggies.tamu.edu. NOTE: The reflection quiz does NOT need to be graded before you submit your application , but you MUST upload the screengrab showing all three reflection quiz answers. The application is considered incomplete without the reflection answers. Please see the Template and Reflection Screengrab Instructions under Application Requirements - 4) Additional Requirements below.
The Graduate Student Research and Presentation Travel Award reimburses travel expenses ONLY up to the award amount and AFTER other funding sources have been applied. Covered expenses include: lodging, airfare, car rentals, shuttles, gas, conference registration fees, meals, etc. The Award DOES NOT reimburse for meal receipts that include alcohol, materials (e.g. poster printing), supplies, books, equipment, membership fees, or any extra-curricular activities during your trip. Awards for virtual conferences will only cover the virtual conference registration fee. Annual membership fees will not be covered. OGAPS will not reimburse for travel outside of your travel window. Students must submit itemized receipts for ALL expenses.
Limited budget for the Research and Presentation Travel Award program requires a selective application process. OGAPS will base award selection on the quality of the application as determined by the Review Committee. Priority goes to students presenting at conferences, traveling for research, or traveling to attend a conference, in that order. OGAPS will consider other types of travel award applications (e.g. unpaid internship, training courses) that do NOT represent a required part of the student’s academic degree program. The review committee, at their discretion, may make adjustments to ensure an appropriate distribution of awards among students from the various colleges of the University.
Students awaiting conference acceptance MUST apply for the Research and Presentation Travel Award prior to the deadline. OGAPS will review student applications and, if the applicant meets requirements, distribute the RAP award on a contingent basis. Once students obtain conference acceptance, they must notify the Review Committee by emailing the acceptance to firstname.lastname@example.org. Upon receipt, OGAPS will update the applicant status from CONTINGENT APPROVAL to APPROVED.
Maximum Award Amount
Virtual Conferences or Domestic Travel
(Continental United States – excludes Hawaii and Alaska)
(Hawaii, Alaska, & all countries other than the United States)
(Domestic or International Travel)
Temporary Application Deadlines for Virtual Conferences
Currently, Graduate and Professional Studies is ONLY accepting applications to fund virtual conference registration and abstract fees.
Applications for virtual conferences MUST be submitted at least 10 business days prior to the first day of the conference. Please note, applications will be reviewed in the order they are received and it will take 5-10 business days to receive your decision. We recommend you submit your application as early as possible to give you flexibility and allow time for application corrections in the event a requirement is missing. If you have questions, please email email@example.com.
OGAPS will only consider complete applications for the Graduate Student Research and Presentation Travel Award.
A complete application, submitted through the OGAPS Awards Portal includes:
1) Student Information –
Name, Email, Phone, Department
2) Travel Information
Purpose of Travel
Location of Travel (including City, State and Country)
Travel Category (conference presentation, attend a conference, research travel, etc.)
- Domestic – Continental United States
- International – includes Hawaii, Alaska and all countries outside of the United States
- Virtual - Online
Travel Date Range
Travel Start Date
Travel End Date
*We understand that travel dates can shift. If applicant’s dates change so much as to move applicant into a different travel period, applicant must resubmit the application for the new travel period’s deadline. Please notify firstname.lastname@example.org of any changes prior to your departure.
3) Funds Requested
Other funding sources (pending, received, denied)
4) Additional Requirements
Travel Purpose and Activities Essay (pdf) - see template
G.R.A.D. Aggies professional development event information and reflection (pdf) – see template and Reflection Screengrab Instructions
Conference Presentation Acceptance or Submission Confirmation (pdf) - see template [NOTE: If you have not received your conference acceptance please submit your abstract submission confirmation. We will grant contingent approval until the conference acceptance is received and sent to us at email@example.com.]
Both the applicant’s Committee Chair and Department Head MUST approve the application through the online system for OGAPS to consider
it complete. It is the applicant’s responsibility to follow up with the Chair and Head to obtain the necessary approvals. Please click here for
Committee Chair and Department Head Approval instructions
NOTE: If you leave either the Committee Chair or the Department Head fields blank in your application, the application will not progress to
OGAPS Administration review.
OGAPS will not deem applications complete AND successfully submitted until both Committee Chair and Department Head submit their approvals through the online system. OGAPS will NOT consider incomplete and/or late applications
Please click here for the online Application Form instructions.
Please click here for the online Reimbursement Form instructions.
Awardees must be registered as a full-time graduate student at TAMU – College Station at the time of receiving reimbursement. NOTE: If the awardee is traveling over the summer but does not wish to register full-time for the Summer Term, they may: 1) register for 1 or more credit hours during the summer to receive the RAP reimbursement during the summer, or 2) register full-time for the Fall Term to receive the RAP reimbursement when the Fall Term begins. Applicants must submit Reimbursement Forms within 30 days of the trip return date.
If awarded, students must submit the Reimbursement Form through the OGAPS Award Portal within 30 days of the travel return date. Approved reimbursements will post to the student account as a scholarship posting. The Office of Graduate and Professional Studies will not issue a check, nor will the student’s department receive reimbursement. NOTE: OGAPS cannot reimburse funds directly to the student department or through Concur.
Awarded applicants who will graduate in the semester in which their travel occurs must submit the reimbursement form BEFORE graduation, as students CANNOT receive reimbursement after graduation.
The reimbursement form submitted through the OGAPS Award Portal must include:
Itemized receipts: An itemized receipt includes a list of items purchased and the price of each item. Receipts not itemized do not qualify for reimbursement. OGAPS will not reimburse itemized meal receipts that include alcohol. (For Fall 2020 - Only virtual conference abstract and registration fees will be accepted at this time. Membership fees will not be reimbursed.)
A two-page trip reflection: A two-page reflection of the student’s experience (i.e. research accomplished, conference sessions attended, etc.) summarizing the trip and its impact on professional development and academic pursuits. The reflection must include the following statement followed by the student’s signature: “I verify that this is an accurate representation of my accomplishments using these Travel Award funds.”
FAQs - Frequently Asked Questions
I was awarded a February 2020 Research and Presentation Travel Award. What should I do?
As of March 12, 2020, at 5:45PM, ALL University-sponosored travel was cancelled until further notice. All Awardees have received an email from our office asking them to update us on you travel status and expenses. If you have not done so, please respond to this email. If you have questions, please see the OGAPS Coronavirus Travel Notice or email firstname.lastname@example.org.
How do I know the status of my Award Application?
Please log into the OGAPS Application Portal. Under Graduate Student Travel Award, click “Click here to fill out the Application Form or check your application status.” On the Applications page you will see a list of any current or former applications you have submitted to OGAPS. Please view the column heading “Status” to check the status of your application.
Incomplete – you have not completed all the necessary components of the online application form.
Committee Chair Approval – you have submitted all the necessary documents and your application has been sent via email to your Committee Chair (you were asked to provide their name on the “Approvals” page) for approval. Their approval signifies that they do not have the funds to fully support your travel and that your application is accurate to the best of their knowledge. Please remind you committee chair to look for the email and review your application. They can also log into https://ogapsportal.tamu.edu to approve your application.
Department Head Approval - you have submitted all the necessary documents and your application has been approved by your Committee Chair. Your application has now been sent via email to your Department Head for approval (you were asked to provide their name on the “Approvals” page). Their approval means that your department does not have the funds to fully support your travel and that your application is accurate to the best of their knowledge. They can also log into https://ogapsportal.tamu.edu to approve your application.
OGAPS Admin Review – your application has been approved by your Committee Chair and Department Head and is awaiting review by the OGAPS Travel Award Review Committee to assess if all requirements have been met.
OGAPS Approval – your application has been reviewed and is awaiting final approval by the OGAPS Travel Award Review Committee. You will be notified if you have been awarded the travel funds or not no later than 15 days after the deadline.
OGAPS Approved – your application has been approved for funding. You should have received an award email notification.
Rejected – your application has not been approved for funding due to missing requirements or limited funds. Please apply again for your next research or presentation travel.
Can you resend the approval email to my Committee Chair/Department Head; they did not receive it?
Please have your Committee Chair/Department Head visit https://ogapsportal.tamu.edu. Any and all Travel Award applications awaiting their approval will be listed in the Portal for them.
NOTE: Your Department Head will not receive the approval email until after your Committee Chair has approved your application.
Where do I find information on G.R.A.D. Aggies events?
To see current G.R.A.D. Aggies events, click here.
My G.R.A.D. Aggies Reflection Quiz isn’t graded yet. How can I get it graded so I can submit my application?
Your reflection quiz does not need to be graded before you submit your application, just be sure you are uploading a screengrab that shows your name, the name of the event and all of your answers to the reflection questions in your application.
How can I tell if an event is a G.R.A.D. Aggies event?
Please visit the G.R.A.D. Aggies calendar. In general G.R.A.D Aggies events will have “G.R.A.D. Aggies” in their title as well as the G.R.A.D. Aggies Professional Development Unit (PDU) value in the description. Events in the G.R.A.D. Aggies calendar that are NOT eligible G.R.A.D. Aggies events will explicitly say so in their description. Please click on the events to read their descriptions.