Conference Travel Grants

UCR Graduate Student + GSA + Conference = $$$

Due to the passing of the Conference Travel Grant Expansion referendum fee, the first round of

The GSA Conference Travel Grant Program administers two conference travel awards:

  1. GSA-Chancellor’s Conference Travel Award: this award is supported through the GSA referendum and matching funds from the Chancellor.
  2. GSA-Grad Division Conference Travel Fellowship: this fellowship is administered through the GSA and funded through Grad Division.

GSA provides conference travel grants only to fee paying graduate students currently attending the University of California Riverside.

Effective with July 1, 2018 travelers, the following terms and conditions are applied to the Conference Travel Grant:
Region Caps Per Conference starting for July 1, 2018 Travel
Region Region Definition Max Award
Attendee Not presenting $100.00
West CA, OR, WA, NV, AZ, UT, ID, MT, WY, CO, & NM $400.00
Continental Midwest, East Coast, AK, Canada, HI, PR, & MX $500.00
International Outside of the continent that you depart from and return to. $700.00
*The Annual GSA travel grant cap per person for 2018-2019 is $1,400.00

These caps are re-evaluated monthly based on available funding for the rest of the year.

A minor change to award amounts listed in some of the PDF literature that we have posted: Effective January 1, 2017, the mileage reimbursement rate for automotive travel is 53.5 cents/mile.


Quick Links


What are the deadlines for conference travel grant applications (2018/2019)?

  Month of Conference End Date     Deadline (@ 1 pm)  
July 2018 June 1 (Friday)
August 2018 July 2 (Monday)
September 2018 August 1 (Wednesday)
October 2018 September 3 (Monday)
November 2018 October 1 (Monday)
December 2018 November 1 (Thursday)
January 2019 December 3 (Monday)
February 2019 January 2 (Wednesday)
March 2019 February 1 (Friday)
April 2019 March 1 (Friday)
May 2019 April 1 (Monday)
June 2019 May 1 (Wednesday)

Deadlines are subject to change to the following business day if the deadline falls on a UCR legal holiday.


How to Apply

Step One:

Download the Conference Travel Grant Application. Fill out the application and return it to the GSA office by 3:00 PM of the application deadline.  The application deadlines are listed above. Once your application has been processed, you will receive a letter confirming your application status that will state what supplemental application material still need to be submitted and other information for travel will be attached as well. For more details please see the GSA Conference Travel Grant Reimbursement Guide.

Step Two:

Submit to GSA all supplemental application materials in person before the start of your conference.

  • For presenters:
    • Abstract.
    • Proof of Acceptance in the conference. If you are not the first author, proof that you are the primary presenter.
    • Completed recommendation form from your adviser.
    • Signed Personal Vehicle Use Form if requesting mileage.
  • For attendees:
    • Completed recommendation form from your adviser.
    • Signed Personal Vehicle Use Form if requesting mileage.

Step Three:

Materials due 7 working days  after the last day of the conference:

  • A signed conference travel grant expense form.
  • All original receipts and boarding passes (including those to be reimbursed by other sources) must be submitted to the GSA Conference Travel Grant Coordinator.
  • Proof of attendance (such as conference badge or letter from conference confirming your attendance)

Once your application is processed, the receipts will be made available to your home department. NO RECEIPTS SHOULD BE PROCESSED BY YOUR HOME DEPARTMENT UNTIL WE HAVE FINISHED PROCESSING YOUR RECEIPTS IN iTRAVEL.


Forms


Appeals:

Applicants who are denied funding will receive a letter indicating the reason they were denied. You may appeal an award amount or appeal the decision to decline by writing a letter to the committee explaining why you feel you deserve to have your application re-evaluated. This letter must be received by the committee within 30 days of receiving your reimbursement or letter of decline. The committee meets the first Tuesday of the month. The conference travel grant committee will re-evaluate your application at the next meeting and issue a new decision. You will be notified of this decision by letter or email. If you are still unhappy, you may appeal a second time. Once again, this appeal must be submitted in writing within 30 days of notification of the committee decision concerning the first appeal. You are limited to two appeals.

Submit all appeals in person to the GSA Office or to gsagrant@ucr.edu.


Contact your CTG Officer

Conference Travel Grant Coordinator: Jose M. Medrano
Email: gsagrant@ucr.edu
Tel: (951) 827-3141 (MO