Graduate Division Travel Award

The Graduate Division Travel Award provides up to $700 for graduate academic students to present at professional conferences. Award funding is dependent on funds availability. Students may receive only one travel award as a degree candidate. 


Parameters

  • Funds may only be used for transportation (airfare, taxi, shuttle, public transportation) and registration fees (excluding meals and lodging). If the registration fee includes meals,  students must contact conference organizer to get the actual registration fee amount minus the meals. 
  • Other travel expenses, such as lodging, meals, membership dues, car rental, parking, airline seat upgrades, abstract and/or poster development, abstract fees, and office supplies are not eligible.
  • Retroactive requests for funding are not allowed.
  • Participation in the meeting should be directly relevant to the applicant's research and beneficial to their future career.
  • Students may receive only one travel award as a degree candidate. 
  • The total number of travel awards and the amount per award each year is based on the availability of funds.
  • Applications are accepted year-round; however, funds are limited. Students are advised to apply as early as possible!

Eligibility Requirements

  • UCSF registered graduate academic students; must be registered in the term in which you are attending the conference. Students on filing fee are not eligible.
  • Students in self-supporting programs are not eligible for this award. Self-supporting programs include Advanced Training in Clinical Research (ATCR), Biomedical Imaging, Health Policy & Law, Health Care Administration (MS-HAIL), Global Health Sciences MS, and Doctor of Nursing Practice.
  • In good academic standing with no outstanding fee balance.
  • Presenting a paper or poster at a professional meeting or giving a talk.
  • Students with fellowships providing a research budget or education allowance must expend those funds completely to be eligible for these awards.
  • Students should seek support from research advisers, principal investigators, graduate programs, and schools before applying for the Graduate Division's travel awards.
  • Students must not have received a Graduate Division Travel Award in the past.

Application Deadline

At least ten business days in advance of the proposed departure date. Applications are accepted year-round; however, funds are limited. Students are advised to apply as early as possible!

Application Procedure

Submit the following documents in one combined PDF file via email to [email protected]. Your application may be rejected if multiple PDF files are received instead of one combined document, if any of the required documents are missing, or if ineligible expenses are included. The single PDF file must contain all of the following documents:

  • Completed application form. Your UC ID number is required on the application. The ID number is 9 numbers and begins with 02. You can find it on the student portal summary page just above privacy settings.
  • Conference announcement listing official dates, location and fees.
  • Confirmation of participation in the meeting (i.e. acceptance of paper or poster).
  • Proof-of-payment of registration fees (credit card statement in the applicant's name or verification from conference that payment has been received and processed). Fee cannot include meals. See first bullet in Parameters above for additional information.
  • Proof-of-payment of airfare. E-tickets are acceptable as long as they show that the applicant's credit card has been charged. Important: Travel must be conducted in the least expensive and most direct way possible. Travel award does not cover seat upgrade costs.
  • Estimated baggage fees and ground transportation costs. 

Award Payments

Graduate Division Travel Awards are paid as reimbursements of actual expenses incurred by awardees for approved expenses. Awardees are required to submit their reimbursement request using MyExpense via MyAccess. The award notice sent via email will have instructions on how to submit the MyExpense reimbursement and awardees are encouraged to submit the expenses for payment as quickly as possible.

Please note that reimbursement requests must be submitted within 45 days from the end of a trip. Any expense reports submitted after the 45-day deadline may cause the award to be reported as taxable income. After the reimbursement has been approved, it will take one week to process payment. The Controller's Office audits every expense report, so make sure all receipts are attached, and the transaction date(s) and receipt date(s) match. Sign up for non-payroll direct deposit to speed up payment.

Note for students receiving financial aid: Travel awards do not appear in the student financial aid offer letter and will not count against the student's financial aid.