Graduate Student Travel Funding

For graduate students in the UCLA Department of Linguistics

Conference Travel Application 2019-2020 (.pdf)

Basis of Our Policy 

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 and might help you in a job search. Therefore, the Department strongly encourages you to submit abstracts to major conferences in your field, as soon as your research program has developed to the appropriate point.

Funding Levels 

Maximum reimbursement per trip (North America, Canada and Mexico): $800.00.

Maximum reimbursement per trip (outside North America): $1,400.

Maximum total reimbursement per student per year:  $1,400.  (The number of trips within this maximum is at the student’s discretion.)

Reimbursable Expenses 

The following items are considered allowable expenses for reimbursement:

(1) Airfare

(2) Conference Registration

(3) Lodging

(4) $30 per day of the conference (maximum 3 days, or $90) towards meals and incidentals

      • 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 Department Coordinator in the Main Office for assistance in this regard.
      • Please note that the Department owns a poster printer; students may print their conference posters at no cost. See the Department Engineer for assistance with this.
Application Process

Prior to submitting your abstract for the conference, you must speak with your advisor (or the relevant faculty) about the conference you are considering and provide them with a copy of the abstract you are planning to submit. Please give the faculty sufficient time to read and consider the abstract. Complete Part One of the application form (above), which requires a signature from your advisor, or a faculty in the relevant research area. This signature confirms that they have read and approved the abstract, and is willing to do the usual advisorly task of providing input and polishing the paper.

Again, this must be done before you submit your abstract. Applications submitted after you have sent in the abstract or without the advisor/faculty signature will not be approved. Once your abstract has been accepted for presentation and prior to travel, complete Part Two of the funding application form (above) which contains reimbursement information.  Attach the conference invitation and submit the form to the Graduate Student Affairs Officer (SAO).

Conference and research travel falls under the scope of the Student Travel Grants, UCLA Graduate Division Doctoral Student Travel Grants, through which every UCLA PhD student is allotted $1,000 throughout your career. We ask that you please apply for these grants before using Department funds for travel. Your conference travel will be considered once you have used your allotted $1,000 or if the university denies your application for whatever reason.

Reimbursement Procedure

Once you’ve returned from the conference, submit your receipts and documents to the Graduate SAO. Receipts MUST be submitted within two weeks of the conclusion of your trip.

Caution: If you submit your receipts more than two weeks after the conclusion of your trip, it may be impossible for the department to reimburse your travel.

Below are the documents you must submit:

(1) A copy of the conference program, which includes your name and presentation details.

(2) Original receipt of conference 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.

(3) For paper airline tickets, submit the ORIGINAL airline passenger receipt (last page in your paper ticket stub). This original receipt should have your name, itinerary, airfare amount, method of payment/billing information, and class of travel (economy class only). 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.

For electronic airline tickets, submit one of the following: 1) the email e-ticket receipt, 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, method of payment/billing information, and class of travel (economy class only). 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.

(a) Note that UCLA charges a mandatory carbon mitigation fee on all airfare paid by or reimbursed by the University. The fees are $9 for domestic and $25 for international. This fee will be included as part of your grant (the Department cannot cover this fee in addition to the grant) and is reimbursed directly to the University.

(b) Note that the UC will not reimburse travel package expenses (air/hotel/car). You must purchase these expenses separately if you are to be reimbursed.

(4) Lodging receipts must be itemized with amount and method of payment indicated. If the method of payment is not clearly indicated, a credit card/bank statement listing the charge is also required. The maximum amount that UCLA can reimburse for lodging per night is $275.

(a) Lodging expenses that include personal expenses, such as room service and entertainment, will not be reimbursed. Meal-related expenses, however, may be covered as part of your $30 per day per diem.

(5) The $30 per day per diem includes meals, ground transportation, and other incidentals that comply with University policy. Alcohol is not reimbursable. Receipts must be itemized with amount and method of payment indicated. If the method of payment is not clearly indicated, a card/bank statement listing the charge is also required.

Policies 
  • 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.
  • The Department will prioritize requests from students who have already used their $1,000 as part of the UCLA Graduate Division Doctoral Student Travel Grants program.
  • Conference travel funding will not be approved for students who have missed major Department deadlines for progress through the program.
  • 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.
  • We strongly encourage you to buy the lowest fares possible. Only economy class is reimbursable. This will allow us to fund more travel reimbursement requests.
  • Students must be registered in the degree program during the quarter the travel takes place. For summer, students must be enrolled in the preceding spring quarter.
  • 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.
  • In general, queries about conference travel policy should be directed to the Director of Graduate Studies, with CC to the Graduate SAO. Procedural queries should be directed to the graduate SAO.