Travel & Lodging

  • Visiting prospective students will be provided with lodging for Thursday and Friday night. You will be contacted with more specifics about your visit to UTCS after registering. Lodging assignments will be emailed to you prior to your arrival. Please note that all rooms are double-booked among invited Grad-Fest attendees. Attendees who wish to have alternative accommodations must make those arrangements independently.
  • Please review the event schedule carefully before making travel arrangements. If you arrive earlier than Thursday or stay later than Saturday morning, you will need to make your own lodging, meal, and payment arrangements for that time period.
  • If you would like to check out Austin's public transportation during your visit, bus service is also available from the Austin-Bergstrom International Airport to UT's campus via the Capital Metro 20 - Manor Road/Riverside. 
    • When exiting the airport from baggage claim, head to the far right end of the passenger pick-up and look for the arrows and signs that read “Capital Metro.” 
      • More information on the airport bus service is available here.
    • The 20 Manor Road/Riverside bus runs every 15 minutes.
      • More information about the 20 Manor Road/Riversite bus is available here.
    • You will need to bring $1.25 in exact change or purchase a pass on the CapMetro app.
      • More information about fares can be found here.

Policies

  • GradFest will be the only graduate recruiting event held at UTCS. Prospective students are encouraged to schedule their trips during this weekend. Support for visits outside of the GradFest event is not provided.
  • Most GradFest activities are limited to admitted PhD students. We are not able to provide lodging or other support, such as accommodations, for family members, significant others, children, or friends at any of the GradFest activities

Reimbursement

We are pleased to offer up to $550 to cover travel expenses per invited participant.

Eligible travel expenses include: airfare, taxi or ride-sharing, personal vehicle mileage (at 67-cents per mile) and parking fees, for Thursday–Saturday travel.

Please make note of the following items required for reimbursement:

  • Airfare receipts must include the itinerary and must be to and from Austin.
  • Receipts must show proof of payment.
  • Receipts must be original and itemized.
  • If you paid cash, note “cash” and sign the receipt.
  • No receipts showing a balance will be reimbursed.
  • Receipts due no later than Friday, April 19, 2024.

In order to receive reimbursement, please complete the PIF (section I, part I and part IV) and upload to our secure box along with a copy of your photo ID.  

Please note: Your signature on the PIF form MUST be signed. If you type your name in for the signature, accounting will not be able to get you added into the system. This will delay your reimbursements being processed.
 

 

Information needed on the PIF:

  • Full name as it appears on your Driver License or Photo ID
  • Permanent home address, phone, email address
  • SSN (please do not email your SSN, You may write in on the PIF and upload to the secure box)

 After completion, please upload the PIF and a copy of a government issued ID (such as a driver’s license or passport) to our secure, encrypted link.
 

UTCS staff will be available during GradFest to assist you in completing the required documentation.

After your visit, please scan and email your receipts to accounting@cs.utexas.edu

You can expect to receive your reimbursement in 2-3 weeks after submitting all required documents for reimbursements.