Request Process & Support
BUILD EXITO and Trainees must follow PSU and NIH requirements for conferences and travel. As such, BUILD EXITO has a supportive process to ensure students are confident in their conference attendance while being compliant with requirements/polices.
Conference Support
If you know what conference you want to attend or are considering a conference it is time to start planning!!
Sarah helps Trainees plan for conferences and travel as well understand the PSU/BUILD travel process. She is happy to help work out the details (e.g., lodging, airfare, etc.) and will track the process, sending reminders as needed, and ensuring that your travel money is sent in advance and that your travel is closed out in a timely manner.
sbt@pdx.edu / ExitoOperations@pdx.edu
Process for Local or Virtual Conferences
Find a Conference ->
Determine what conference you want to attend. Click here for some tips on how to identify and decide on a conference(s)
Submit the Conference Funds Request Form ->
More information below, but the BUILD EXITO Conference Funds Request form must be submitted at least 2 weeks before the conference registration deadline (early bird, regular, etc.)
Meet with Sarah!
Meet with Sarah to purchase conference registration. Sarah will send you a reminder but you can schedule a meeting with her here
Process for Conference w/ Travel
Must be completed any time you want to use your conference funds (virtual conference, local conferences, etc.)
Deadlines
Must be submitted by the following deadlines
Conferences w/ Travel: 8 weeks before travel
Local/Virtual Conferences: 2 weeks before conference registration deadlines
The Form
In order to submit the request form you will need conference information and prepare a preliminary budget. As such, please have a good idea on what your lodging will be, and have your travel dates finalized. Cassandra is happy to help with this planning - just schedule a meeting with her here.
Nothing on the request form is set in stone except travel dates - if you need to change them email exitooperations@pdx.edu ASAP. Click here to learn more about picking travel dates.
Importance of Timeline and Communication
The travel timeline and communication during the process is very important. Reasons below:
Travel Advance: The PSU Travel Authorization must be fully approved 2 weeks prior to travel
Long approval process
Receive funds before you leave
Increasing Airfare Costs
Time Sensitive emails - respond ASAP
Talk to your RLC about counting conference time as RLC hours
How are Items Paid For?
EXITO Purchases
Airfare: Must be purchased by the PSU Travel Agent. Sarah will request possible itineraries on your behalf and then request purchase upon selection
Conference Registration: EXITO will purchase this when you meet with Cassandra (Step 3). If you already purchased then we can reimburse you 1.5 weeks before travel. Please do not make a purchase without an approved request.
Poster: Sarah can work with you on getting your poster printed and paid for by EXITO. If you want to purchase it and get reimbursed 4+ weeks after travel, you can do so. (REDe Print Shop is a conveniently located, capable vendor)
Travel Advance
A Travel Advance allows you to receive requested funds for reimbursable costs (ground transportation, meal per diem, lodging) 1.5 weeks before you leave.
Requesting a Travel Advance (Step 3) is part of PSU’s Travel Authorization process. (Travel Authorization is how the university tracks travel and issues travel advances.)
Travel Advances/Authorizations must be fully approved 2 weeks before travel or you will NOT receive funds before you leave and all costs below will be reimbursed up to 4 weeks after (sometimes longer). EXITO Staff will do everything we are able to get you the advance but it can't be guaranteed.
Lodging: Trainees are responsible for finding & booking lodging
Ground Transportation (Rise Share, Bus, Trains): Scholars are responsible for arranging ground transportation to/from the airports. This also includes bus, trains, or driving
Meals: Based on federal per diem amounts
See Expenses, Policies, and Budget page for details
