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Guidelines for Student Travel

We encourage all students in the School of Medicine who are pursuing their doctoral degree to present at national and international meetings during their training.  Dissemination of research findings and engagement with scientific peers is a professional obligation of being a research scientist.

All students are required to follow the VU Travel Policy. Acting outside of the policy may lead to non-reimbursable expenses. The BRET Office has developed these Travel Procedures to guide students’ travel plans to ensure they stay within the VU Travel Policy, travel safely, and are reimbursed quickly.

Students who need to submit an expense report may follow the BRET Submitting Expense Reports guide or email aaron.w.howard@vanderbilt.edu.

All student travelers are required to complete an Intent to Travel form. The Intent to Travel form serves to collect travel detail, travel funds, and signature of involved parties. When completed, a final copy should be emailed to aaron.w.howard@vanderbilt.edu

The Itinerary Proposal is required for students using the BRET OneCard to pay for their travel. Students will email their completed Intent and itinerary to aaron.w.howard@vanderbilt.edu. Travel booking and payments are completed in person in the BRET Office, 340 Light Hall.

Travelers are required to utilize Vanderbilt’s online booking tool, Concur,  or contact World Travel to make airfare reservations.

World Travel Agent Assistance:

  • During business hours (7:00 am – 6:00 pm EDT) dial (877) 271-9258 or email vanderbilt.travel@worldtrav.com
  • After business hours, or for emergencies, dial (865) 777-1600, Code W-7CD.

WTS Price Match Guarantee

Before traveling, international students must notify the International Tax Office, ito@vanderbilt.edu, regarding their travel and expected expenses.

After completing at least one academic year at Vanderbilt, students may apply for a travel grant from the Graduate School for $500 per budget year (July 1-June 30) for domestic or international travel. Students are allowed a total of three travel grants during their entire tenure at Vanderbilt. Complete details are on the 2021-2022 application. Awards are deposited directly into student accounts. See the BRET Submitting Expense Reports for more details.

Students may contact aaron.w.howard@vanderbilt.edu if they need assistance paying the upfront costs of travel. Students will need an Intent to Travel Form, complete with funding sources, and an Itinerary Proposal with anticipated expenses.

If you are experiencing weather delays and need to alter travel bookings you may contact World Travel for assistance.

World Travel Agent Assistance:

  • During business hours (7:00 am – 6:00 pm EDT) dial (877) 271-9258 or email vanderbilt.travel@worldtrav.com
  • After business hours or for emergencies dial (865) 777-1600, Code W-7CD.

Please make a copy of the travel award you were given, cash the check, and submit the copy of your check when you submit your travel report.

If your ticket was purchased through CONCUR or through your program manager’s guest traveler profile, you can call World Travel for assistance: (877) 271-9258 or (865) 777-1600 emergency service.  Reimbursed travel credits may be used for future Vanderbilt travel.

Travelers may extend their stay. Flight may be reimbursed up to the cost of the day of travel.  You will need to follow the VU Travel Policy for documenting the variation and any expense consequences.  Whether you are using CONCUR or on a blue paper form, you will need to provide all requested documentation as specified in the VU Travel Policy.

Students are allowed to drive their personal vehicle. Vanderbilt requires a round-trip airfare comparison if the mileage exceeds 1,000 miles.  You should record this price comparison at least a month prior to traveling. Please use a screen capture of prices in Concur for price comparison.

The university will reimburse travelers for tolls and parking fees incurred while traveling.