• Must be admitted to a graduate program in the Erik Jonsson School of Engineering and Computer Science
• Must be currently located in the United States (no international travel permitted)
• Must be able to participate for the entire event

In order to qualify for travel reimbursement, you must meet the following eligibility requirements:

• Be accepted to a PhD program OR have an interview scheduled
  • Already have an assignment with a faculty advisor OR have a set appointment/interview with a faculty advisor upon arriving at UT Dallas
• Be located in the United States and/or Puerto Rico
• Be able to stay for the duration of the event

If you are currently a University of Texas at Dallas student and a student living within the DFW area, you will NOT be reimbursed for transportation and a hotel will not be provided.

If you are a participant living within the state of Texas, and 90-300 miles outside of the DFW area, your meals and hotel will be provided. In addition, you can be reimbursed up to $175, depending on your mode of transportation.

If you are a participant living 300 miles outside the DFW area or outside of the state of Texas, your meals and hotel will be provided, and you can receive a transportation reimbursement of up to $500.

Campus map

Most of the events will take place at Engineering and Computer Science West (ECSW), Engineering and Computer Science South (ECSS), and Engineering and Computer Science North (ECSN).

Directions from U.S. Highway 75 (or North Central Expressway)

Head west on Campbell Road and turn right onto Waterview Parkway. Turn right onto Franklyn Jenifer Drive. Turn left at the four-way stop and turn right into Parking Garage 4. Pay-by-space parking is on the first floor of the garage.

Parking will be in Parking Structure 4 (PS4). Detailed parking directions and the code will be provided at a later date.

• DoubleTree By Hilton Dallas – Richardson
• Location: 1981 North Central Expressway, Richardson, TX, 75080
• Phone: 972-644-4000

Master’s students –

• If you need hotel accommodations, you can book at the DoubleTree by Hilton Dallas
• Fees are at your own expense
• You can book your hotel using this link.

PhD students –

In order to get the group rate, you will need to book your room with Melissa Maxey at 972-883-6789.

• Please note that hotel rooms are double occupancy and students will share room with another accepted graduate student. Each student will have their own bed.
• If you book your room directly with the hotel, you will NOT be reimbursed for this expense.
• Please contact Shaunte’ Alvarez-Minor at shaunte.alvarez-minor@utdallas.edu or 972-883-7336 if you have any questions.

Please note: The below is intended as a sample of what students can expect. A finalized itinerary will be sent to attendees one week prior to the event.

Thursday, Feb. 27

• Students arrive in Richardson, TX throughout the day.
• Welcome session: 2 p.m.
• PhD student interviews with faculty advisors: 2-5 p.m. (by invitation only)
• Group networking reception and dinner at ESCW Axxess Atrium (first floor): 6 p.m.

Friday, Feb. 28

• Welcome and breakfast
• Program-specific sessions
• Group lunch
• Campus tour
• Overview of student Organizations and student panels
• Group dinner

Saturday, March 1

• Check out of hotel
• Travel home

The Jonsson School may reimburse certain travel expenses to assist admitted PhD students ONLY.

• Reimbursement amounts are provided under travel guidelines.
• Reimbursable travel expenses may include car rental, mileage, gas and app-based transportation services.

Please note that reimbursement decisions are at the discretion of the Jonsson School.

Once the event has concluded, you will be sent a request for reimbursement. You must include a receipt that indicates proof of payment for each reimbursement request. Email confirmations of reservations will not be accepted as proof of payment.

Deadline to submit receipts for reimbursement will be Friday, March 14. Requests submitted after this date will not be eligible for reimbursement.