Conference Travel Grants

UCR Graduate Student + GSA + Conference = $$$

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

*Please note the following change (view as a PDF):*

Effective beginning with November 2015 travelers, below terms and conditions are applied to the Conference Travel Grant:
  • The yearly GSA travel grant cap per person is $1,000.00 per academic year until further notice.
  • The “Southwest” region was changed to “West” and now includes CA, OR, WA, NV, AZ, UT, ID, MT, WY, CO, & NM.
  • The “US” and “North America” region was combined to “Continental” and includes Midwest, East Coast, AK, Canada, HI, PR, & MX.
  • All of the regional caps were lowered 20%. Below table summarizes them. The regional caps are subject to change monthly.
Region Caps Per Conference starting for November Travel 2015
Region Region Definition Max Award
Attendee Not presenting $80.00
West CA, OR, WA, NV, AZ, UT, ID, MT, WY, CO, & NM $240.00
Continental Midwest, East Coast, AK, Canada, HI, PR, & MX $320.00
International Outside of the continent that you depart from and return to. $480.00
*Yearly GSA travel grant cap per person is $1,000.00

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 (2016/2017)?

  Month of Conference End Date     Deadline (@ 3pm)  
July 2016 June 2 (Thursday)
August 2016 July 1 (Friday)
September 2016 August 1 (Monday)
October 2016 September 1 (Thursday)
November 2016 October 3 (Monday)
December 2016 November 1 (Tuesday)
January 2017 December 1 (Thursday)
February 2017 January 3 (Tuesday)
March 2017 February 1 (Wednesday)
April 2017 March 1 (Wednesday)
May 2017 April 3 (Monday)
June 2017 May 1 (Monday)

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: Nichole Ginnan
Email: gsagrant@ucr.edu
Tel: (951) 827-3141 (MO

UC Riverside Graduate Student Association