Policy and Procedures
The department has budgeted funds to subsidize graduate student travel to major conferences for giving talks and presenting posters. This is money that, in principle, the department wants to spend, since giving conference talks is part of the professional training. It also might help you in a job search. Therefore, the department strongly encourages you, as soon as your research program has developed to the appropriate point, to submit abstracts to major conferences in your field.
Maximum reimbursement per trip (North America, Canada and Mexico): $500.00
Maximum reimbursement per trip (outside North America): $900 (effective July 1, 2010: $1,000.00)
Maximum total reimbursement per student per year: $900 (effective July 1, 2010: $1,000.00)
(The number of trips within this maximum is at the student’s discretion.)
The following items are considered allowable expenses for reimbursement: (1) airfare, (2) cost of conference pre-registration, and (3) cost of printing presentation poster(s), and (4) $30 per day of the conference (maximum 3 days, or $90) towards living expenses. (If you need handouts for your presentation, the department can assist you in making copies using the Campbell Hall copier, at the department’s expense. See the front office coordinator for assistance with this.)
(1) Speak with your advisor (or the relevant faculty) about the conference you are considering; provide him or her with a copy of the abstract you are planning to submit. Try to give the faculty sufficient time to read and consider the abstract.
(2) As soon as you receive acceptance to a conference, verify in writing (email) with the SAO that conference funds are available. (Purchase your travel ticket(s) only after the SAO confirms that funds are available.)
(3) Complete the application form (above). The form requires a signature from your adviser, or a faculty in the relevant research area, confirming that (s)he has read and approved the abstract, and is willing to do the usual adviserly task of providing input and polishing the paper. Applications submitted without the adviser/faculty signature will not be approved. Once signatures are obtained (prior to travel), attach the conference invitation, and submit the form to the SAO.
(4) Once you’ve returned from the conference, submit your receipts and documents to the SAO. Receipts MUST be submitted within two weeks of the conclusion of your trip.
A. Original receipt of conference pre-registration. If the conference registration receipt does not clearly state the registration amount and method of payment, a credit card/bank statement listing the charge is also required.
B. A copy of the conference program.
C. Paper airline tickets: submit the ORIGINAL airline passenger receipt (last page in your paper ticket stub). This original receipt should have your itinerary and airfare information. If the original airline passenger receipt does not clearly state the airfare amount and method of payment, a credit card/bank statement listing the charge is also required.
D. Electronic airline tickets: submit 1) the email e-ticket receipt, or 2) an e-ticket receipt printed from the airline website, or 3) the original e-ticket receipt provided by the travel agency, exactly as provided to you by the airline/travel agency (please, no cutting and pasting information onto another document). The e-ticket should note your name, itinerary information, airfare amount, and method of payment/billing information. If the e-ticket receipt does not clearly state the airfare amount and method of payment, a credit card/bank statement listing the charge is also required.
E. Original receipt reflecting poster printing costs (if applicable).
(1) Graduate Division policy requires that travel reimbursement be made during the same fiscal year (July 1 – June 30) the trip occurred. The department will not approve retroactive travel funding requests.
(2) Conference travel funding will not be approved for students who have missed major department deadlines for progress through the program.
(3) Conference travel support for the sixth year students will be as follows: (i) sixth years who are receiving a TAship/fellowship will receive travel support as per the normal policy; (ii) other registered/enrolled sixth years will be funded at 50% of the limits above. Students beyond sixth year in the program will not receive travel support.
(4) We encourage you very strongly to buy the lowest fares possible. This will allow us to fund more travel reimbursement requests.
(1) It is to be understood that conference travel funding is not guaranteed. If there is overwhelming demand for travel money, or any other financial emergency, there may have to be funding cutbacks. However, the policy is definitive as a statement of the department's goals for student conference travel.
(2) In general, queries about conference travel policy should be directed to the Director of Graduate Studies, with cc to the SAO. Procedural queries should be directed to the SAO.