CALS Travel Support Fund
Purpose and Scope
The CALS Travel Support Fund provides financial assistance to support undergraduate student travel, faculty-led student group travel, and advisor/faculty professional development travel that enhances academic engagement, student success, experiential learning, and representations and student organizations affiliated with the College of Agriculture and Life Sciences (CALS) who seek to engage in academic or professional development travel. Eligible activities include, but are not limited to, conference presentations, competitions, and workshops that advance the educational mission of CALS and Virginia Tech. These procedures govern the selection, allocation, and reimbursement procedures for such funds.
Eligibility
Applicants must be (1) full-time undergraduate students in good academic standing and affiliated with CALS by degree enrollment or active participation in a CALS student club or organization, or (2) a faculty or staff employee within CALS. Student organizations must be officially recognized and demonstrate a clear affiliation with CALS. For student travelers, priority will be given to students traveling to conduct university business, as defined by the Virginia Tech Student Travel Support Procedure (20335m). There are no restrictions based on citizenship or residency.
Funding Guidelines
Awards are distributed on a rolling basis throughout the academic year (Fall, Spring, and Summer). Funding application deadline requests must be submitted at least 30 calendar days prior to the event date. Late applications for unanticipated opportunities may be considered at the discretion of the review committee.
Funding caps: up to $500 per undergraduate student, $750 per faculty/staff member, and $3500 per CALS student organization. Each of these caps is per applicant/event per academic semester. Eligible expenses include transportation, lodging, registration fees, and per diem allowances. If awarded, funds will be internally transferred to the applicant's home department for reimbursement management via the university’s Chrome River system. Cost sharing is encouraged but not required.
Application and Review Process
Applications will be reviewed once a month during the academic year (see the break schedule below) by the CALS Academic Programs Travel Fund Committee,composed of faculty and staff from the Office of Academic Programs. Applications must be submitted prior to travel and include all required documentation. Applicants will be notified of decisions via formal email.
Calendar dates for Funding Application Deadlines:
- Funding for requests occurring between May 1 and October 1 must be turned in before April 1
- Funding for requests occurring between December 1 and February 1 must be turned in before November 1.
- Break Periods: The committee does not meet over Fall Break, Thanksgiving Break, Winter Break, Spring Break, and Summer Break.
Required Application Materials
Completed Submittable application, which includes:
- Detailed budget sheet
- Travel purpose statement outlining alignment with the applicant's academic or professional goals
- Proof of acceptance or invitation (if presenting or competing)
- Faculty/advisor endorsement or verification by an organizational officer
Post-travel deliverable
Award recipients must submit a brief written reflection or story within 30 days of return from travel. This deliverable may be used by CALS communications or advancement teams to highlight student achievements and experiences. Failure to submit this deliverable may affect future funding eligibility.
Disbursement and Reimbursement
Funds will be transferred internally to the fiscal officer of the applicant's home department. The department will manage reimbursements and direct vendor payments in accordance with university policy (Travel Overview Procedure 20335a and Student Travel Support Procedure 20335m). Reimbursement requests must comply with Chrome River documentation requirements and include itemized receipts where applicable.
Procedure Ownership and Review
This procedure is owned and managed by the CALS Office of Academic Programs. It will be reviewed annually to update the budget, procedures, or university policies.
Last reviewed: 11/14/2025
Last revised: 11/14/2025
Disclaimer: Funding allocations do not imply endorsement of any specific viewpoints or activities.