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Scholars Travel Fund (Faculty)

The Scholars' Travel Fund (STF) is a Campus Research Board program designed to support the presentation of faculty members’ original scholarly research and creative work at academic gatherings (e.g., national disciplinary meetings and specialized conferences).

Please note that participation as a discussant, chair, invited lecturer at individual campuses, and research-related travel is not supported.  Support for other types of travel will be considered on a case-by-case basis.

Funding for a presentation will be provided for up to three faculty members for the same presentation. Each faculty member must submit a separate application.

Contact Information

Program, Application and Award Administration Questions

Kelley Frazier - kdfrazie@illinois.edu, (217) 333-6771
Office of the Vice Chancellor for Research

Submission Deadlines

The application deadline dates for the Scholars' Travel Fund for the Academic Year 2014-2015 are given below. Applications must be submitted online at http://stf-app.research.illinois.edu no later than 3 p.m. on the deadline date (we are no longer accepting hard copy applications). The results will be e-mailed to the applicants within two weeks of the deadline date.

Submission Deadline Result Release Date
Wednesday, July 2, 2014 Friday, July 11, 2014
Wednesday, August 6, 2014 Friday, August 15, 2014
Wednesday, September 3, 2014 Friday, September 12, 2014
Wednesday, October 1, 2014 Friday, October 10, 2014
Wednesday, November 5, 2014 Friday, November 14, 2014
Wednesday, December 3, 2014 Friday, December 12, 2014
Wednesday, January 7, 2015 Friday, January 16, 2015
Wednesday, February 4, 2015 Friday, February 13, 2015
Wednesday, March 4, 2015 Friday, March 13, 2015
Wednesday, April 1, 2015 Friday, April 10, 2015
Wednesday, May 6, 2015 Friday, May 15, 2015
Wednesday, June 3, 2015 Friday, June 12, 2015
Wednesday, July 1, 2015 Friday, July 10, 2015

Applicant Eligibility

Scholars' Travel Fund support is limited to Illinois full-time tenured or tenure-track faculty members, full-time lecturers, University High School faculty members, and Legacy Research Scholars in targeted units.

Funding is not available for emeritus/ae faculty, rehired retirees or visiting appointments (i.e., visiting lecturer, visiting assistant professor, visiting research associate professor, etc.).

The number of trips a faculty member is eligible to receive support for during the fiscal year is dependent upon their rank. Each conference counts as one trip in the year in which application is made, i.e., regardless of when the conference is held. (The fiscal year runs from July 1 through June 30 of each year.)

Assistant professors are eligible to receive funding for two trips per fiscal year. One of the trips may be to a foreign destination.

All other applicants are eligible to receive funding for one trip per fiscal year. The trip may be to a domestic or foreign destination.

Retroactive funding will NOT be considered. The dates of travel must occur after the results release date. The release date is the second Friday after the deadline date. (e.g., deadline date of April 1, 2015; results release date of April 10, 2015.)

Eligible Departments

The list of eligible units will be formally reviewed in 2015

Click to view eligible departments

Support Available

Travel costs for domestic and international destinations are budgeted according to zones (5 for domestic, 6 for international). Rates are reviewed and periodically adjusted to account for cost increases.

All travel outside the United States is considered foreign travel. Click here for a list of the Travel Award amounts for various destinations. STF awards may be used for airfare, reimbursement of automobile mileage, conference registration fees, taxis, trains, busses, subways, business telephone calls, business expenses, toll road charges, parking charges, meals, and lodging in accordance with University and State policies. Payment of association dues cannot be supported by STF funds.

Award Administration Information

As of July 1, 2012, the Research Board's Scholars' Travel Fund Program (STF) uses the TEM system as the primary mechanism to pay for allowable business travel expenses on STF awards.

All documentation for STF award payments is submitted via the TEM system. If conference registration fees are included in the amount of funding allocated in the award and they were paid on a P-Card, this information is entered into TEM by adding a note to the Expense Report. The STF web application will no longer be used.

In TEM:

For STF awards, the Project Title must begin with: STF XXXXX– AwardeeLastName. (This is an important requirement because it allows us to match the Expense Report to its corresponding award and approve the transaction.)

Complete the Expense Report

For charges to be applied to the STF award, use either the ICR or State Fund code with the STF Org (207003) and Program (207005) codes. (C1-Fxxxxxx-O207003-P207005)

To use the STF C-FOP (a.k.a. “Project”) in an Expense Report, click the Find Project icon https://travelexpense.admin.uillinois.edu/er/images/chooser_button.gif and, in the Project Code field, search by C-FOP segment using an asterisk (*) as a wild card. Enter *P207005 to search by Program or *O207003 to search by Org.

If a Conference Registration Fee was paid on a P-Card and is to be applied to the STF award as well, add a note to the Expense Report indicating that the cost of the fee is to be applied to STF XXXXX–AwardeeLastName and providing the P-Card document number and the amount and date of the charge. (Do not use the STF CFOP in the P-Card system.)

TEM routes Expense Reports to the OVCR for review and approval during the Charge Code Reviewer process.

QUESTIONS:

Contact Lauren Stokes at 333-9305 or via email at lstokes@illinois.edu

Application Instructions

Eligible Illinois faculty members need to apply via the electronic application submission system; paper applications are no longer accepted. Applicants are able to save the application online and return to complete it later if they are unable to complete the process at one sitting.

A separate application must be submitted for each travel request.

The online application is available at http://stf-app.research.illinois.edu.

Applicant Identification

Log in with your netid and password (same as BlueStem).

Department/Unit Name

Select department. In the case of a joint appointment, select the department or unit that will be processing the travel vouchers.

Applicant Rank

Select rank

Conference Information

Enter conference title.

Enter the sponsoring organization.

Enter the official dates of the conference. The official dates of the conference are the actual dates the conference will be in session.

Enter the destination.

Enter paper title.

Provide a brief abstract of the presentation describing its originality in the space provided. Please acknowledge here if there is a UI co-presenter.

Please provide ONE of the following:

A copy of the letter of acceptance from the sponsoring organization. If the letter is not in English, a translation is required (abridged is fine).

OR

Documentation from the conference that indicates the dates of the conference and the applicant's participation. A URL or website is fine, but the location of information must be clearly indicated.

Save and Submit buttons

Clicking on the "Save" button will save your application without submitting it. This option allows you to return to your application in progress at a later time. When you return to the STF online application you will see a summary of the application you are working on and a link which will allow you to continue to edit your application.

Clicking on the "Submit" button will attempt to submit your application to the Office of the Vice Chancellor for Research for review. When you click the submit button the online application will validate the form fields. If a required field is incomplete the application will display a message indicating the missing information. Once all of the required fields have been validated and your application is submitted for review, you will receive a confirmation email. If you do not receive a this email, please contact our office. Once an application has been submitted a summary will be displayed on the STF Overview page and a view link will allow you to review (but not edit) your application form.

Please note that an application will not be reviewed until it has been successfully submitted.