Department of Electrical and Computer Engineering

Research Assistants (RAs) and Teaching Assistants (TAs) who want to leave campus during semester breaks and/or for professional development/meetings must seek approval from their major professors prior to leave using the ECpE Graduate Student Absence Request Form (PDF) .  If you traveling for professional leave, please be sure to apply for a Professional Advancement Grant (below), as well.

Graduate College Travel Policies

Graduate students who take professional development leave are encouraged to complete a Request for Professional Advancement Grant (PAG) PDF form. The completed form and any other required documentation MUST be submitted to the Main Office, 2215 Coover, NOT directly to the Grad College. For additional information, visit the Graduate College's PAG Web page.

When presenting a paper at a conference, you also need to include a copy of your acceptance notification that indicates the acceptance rate for submitted papers to the conference (how many accepted compared to how many submitted).

It is imperative for graduate students to keep all expense receipts, including detailed meals, lodging, and transportation receipts, to ensure full reimbursement. Reimbursements must be completed within 1 month from the last date of travel. Reimbursements received after the deadline will be denied.

The Graduate College requires students to submit requests for Professional Advancement Grants at least two weeks prior to departure.

Do's and Don'ts

You CAN purchase air tickets from Internet sites.

If you need to go through a Consolidator for foreign travel, DO get a quote faxed to you, then give the faxed quote to the ECpE secretary in 2215 Coover Hall to work with ISU and an approved travel agent on the rate.

DO save original detailed receipts (including meals, cabs, hotels, etc.) to be turned in for reimbursement.

DO complete the ECpE Travel Reimbursement form (MS Excel file) and submit to the Main Office, 2215 Coover Hall.

DO submit your reimbursement request within 30 days of the date of your return.

ISU Travel Policies

Effective July 2002, travelers may choose to use Internet sites instead of ISU contracted travel agencies to purchase air tickets. You may use your personal credit card for the purchase, however, reimbursement will not be made until after the conclusion of the trip.

Travel advances will not be issued to facilitate purchases of air tickets. Documentation of the ticket, such as the Passenger Receipt coupon or a copy of the e-ticket confirmation showing the amount paid, should be attached to the travel expense reimbursement form.

To use an Iowa State University contracted travel agency to purchase an air ticket, the ISU Air Travel Policies Web page.

Iowa State University policies and procedures that include travel are located on the Controller Department's Travel Information Web site. Iowa State University has contracts with the following travel agencies for travel services. Please turn in all original detailed receipts (meals/transportation/hotels) with your travel reimbursement form.

NOTE: If you need a consolidator for foreign travel, get a fixed quote faxed to you, forward that quote to the ECpE secretary in the Main Office, 2215 Coover Hall. The secretary will work with an approved travel agency and ISU to get the best rate.