Travel Support for HDR Students

Travel support is available to higher degree by research students (PhD and MPhil) enrolled with the Queensland Brain Institute (QBI).

QBI PhD candidates may request funding up to $3,500 throughout the duration of candidature; QBI MPhil candidates up to $1,750. Please note that students who suspend MPhil or who transfer from MPhil to PhD cannot carry over remaining funds. The award may be claimed as a single award for one eligible activity or spread across multiple eligible activities throughout candidature, up to the applicable funding limit.

The Principal Advisor and the student share responsibility for appropriate planning and use of these funds. They can plan well ahead, claim the funds when needed and revise if plans change. Students will experience applying for and managing the use of public funds with integrity.

Eligibility

To be eligible, students will:

Have completed their first progress review (PR 1).
Be a currently enrolled student at the time of booking and will remain a student at the time of travel. Requests for use of funds after thesis submission must be clearly justified; approval for use of funds after oral examination will not typically be considered. Students who are on interruption to candidature at the time of travel may not be eligible.
Be undertaking an approved travel activity.

Eligible activities and expenses

Activities eligible for the award include:

Attendance at conferences where the student has an accepted abstract and is presenting (at minimum, a poster presentation); and
Travel to visit research collaborators.

Students will be able to utilise the award for expenses associated with travel to the approved activity, such as:

Registration or fees for conferences
Flights, including domestic and international
Accommodation
Local transport costs, including to/from airports
Functions such as a conference dinner or site visits; but not optional leisure activities
Abstract submission fees
Poster printing costs
Visa processing costs, related to the approved travel.

Ineligible activities and expenses

Application process

Step 1 – Approval of funds

Once you have attained your Confirmation review (PR1), eligible students should:

Obtain approval from their Principal Advisor (PA)
To receive the funds, the student needs to fill in the “EFT Payment request” - form and instructions found here (https://coo.uq.edu.au/operational-areas/finance/finance-resources/finance-forms-and-resources) under the “Accounts payable” tab. Funds will be transferred to your nominated account up to the applicable funding limit.

Step 2 – Travel approval

3. Complete the Student Traveller Declaration Form for each separate activity. Please ensure that you use the most current version of the Student Traveller Declaration Form, which can be obtained from the Student Travel Procedure webpage

4. Submit completed forms to travel@qbi.uq.edu.au

5. Flights and hotel bookings (unless booked as part of the conference package) must not be made using UQ Corporate Credit Cards.

Step 3 – Reimbursement

Should you need to seek reimbursement of additional travel expenses (for example if you require additional funds from other QBI funding sources, such as principal advisor funds), please create an expense claim in ExpenseMe Pro.

You will need your receipts for all expenses for the approved activity as well as the signed Student Traveller Declaration Form.

Please contact travel@qbi.uq.edu.au if you have any queries about this email or about UQ policies relating to student travel.

Revision or cancellation of plans

Travel approvals

Approval of the QBI HDR Travel Support is for the award of funds only. HDR travel funded under this Award is considered UQ travel and you must seek UQ approval to travel from the Director of QBI, prior to undertaking the travel.

Authorised travel is where a currently enrolled UQ student undertakes an authorised activity more than 50km away from their usual residence or study location and involves an overnight stay. The activity must be related to their enrolment as a student. Detailed information on the UQ Student Travel Procedure including approval processes, insurance, risk management and responsibilities can be found in the Student Travel Procedure. HDR students should read section 4.2.5 of the procedures in particular.

The Student Traveller Declaration form applies to all HDR student travel related to their enrolment as an HDR Student. It should not be used for personal travel, or if travelling as a staff member. The form must be completed by the HDR Student and endorsed by their Principal Advisor and Institute Director prior to undertaking travel. UQ travel insurance only covers the activities related to university business. Students are advised to have their own insurance for personal travel and are required to apply for leave of absence for personal travel.