Forms – Travel grant applications

Academic-related travel plans should be discussed with your Tutor and/or Director of Studies/Supervisor. Additionally, undergraduates planning any travel during the Christmas or Easter vacations should discuss their intentions with their Director of Studies. Please indicate on the form below who you have discussed your plans with, where applicable.

A risk assessment must be completed by all applicants, to be uploaded as part of your application below. We provide a template for straightforward, uncomplicated travel of less than a month’s duration. For anything else, you will need to adapt one of the University’s templates. If you are travelling for course-related fieldwork, please submit the risk assessment drawn up with, and approved by, your Department.

We will use the information submitted in this form for dealing with your request. This might include contacting your Tutor, Director of Studies or Supervisor. The contents of form submissions are automatically removed from our database periodically.

Download travel risk assessment form

1. To be eligible for a travel grant, you must be enrolled as a current Queens’ student now and at the time of the proposed travel. All travel must be completed at least 30 days before the end of your course, to allow time to audit receipts and reports.
2. On the form you should justify your proposed travel, describe how it will benefit your academic or personal development, and provide a detailed, itemised budget. Please note that we do not cover the cost of meals while travelling, nor do we fund journeys between Cambridge and your home.
3. For 2026-27, the maximum reimbursable amount is £1,250.
4. Where alternative sources of funding are readily available (e.g. for travel to academic conferences or for course-related fieldwork), the College will normally make a partial contribution to your expenses and will expect you to apply to these alternative sources for the remainder.
5. Recipients of awards are asked to write a brief report in PDF format about their project or expedition, for publication by the College and feeding back to benefactors.
6. No more than the maximum reimbursable amount will normally be awarded to any individual student in each academic year, unless an exceptional case can be made on academic grounds.
7. Applications for 2026-27 are now open and will be accepted until Friday 4 June 2027.
8. Applications and risk assessments must be received before your date of departure.
9. Please consider the carbon footprint of your journey. The College will not normally approve journeys by air within Great Britain or to destinations within the Eurostar network. The College encourages applicants to choose longer distance rail travel, beyond the Eurostar network, where feasible. Should travel by rail be more expensive than by air, this will have no bearing on the College’s willingness to make an award.
10. Where two or more students are proposing to travel together on the same expedition, this must be stated clearly by all applicants. Furthermore, we require separate applications for each individual submitted through this portal at the same time. This is so that we can disburse any available funds equitably between all participants.
11. When travelling for the purposes of language acquisition, we require clear evidence of complete linguistic and cultural immersion. This would normally entail: enrolment at a language school for at least two weeks; solo travelling; and homestay accommodation with a local host family.
12. The outcome of your application will be notified by email. Payment for successful applications will be made via your College account.
13. Copies of receipts, totalling the full amount of the travel grant, must be submitted to the Tutorial Office within 30 days of your return or award. Failure to do so may result in repayment of the grant to the College.