Graduate Student Association

Frequently Asked Questions (FAQs)

• What is the mission of the conference travel grant program?

  The purpose of the conference travel grant is to promote the presentation at conferences of original graduate student research done at UCR.

• What are conference travel grants?

  Conference travel grants are small grants available to UCR graduate students who are attending professional conferences. Please read the conference travel grant FAQ for more information about this program.

• Am I eligible for a conference travel grant?

  If you are a registered graduate student in good standing at UC Riverside who is planning on presenting at or attending an event, you may be eligible for an award. Students on filing fee status are eligible. Students on leave of absence or in absentia registration are not eligible for conference travel grants. New graduate students that are presenting research prior to their work at UC Riverside are not eligible for conference travel grants. Conference travel grants are not intended to fund, among others: workshops, research, instruction, training, classes, job interviews, or events in which participants are solely from UCR. If your application is denied because it was determined to be a workshop, you are welcome to appeal this decision. Please refer to the appeals section on the “How to Apply” page of this website.

• Why do applications need to be submitted by the first business day of the previous month?

  In 2006, UCR Accounting had GSA implement internal controls over the Conference Travel Grant award and notification method. Applications are due on the first business day of the previous month to project how much the program is going to distribute for the month in question, and to let the graduate student’s home department know of the GSA award. These internal controls ensure GSA does not run into financial trouble and notifies the student’s home department to expect an award letter from GSA.

• Why are receipts are due by the 7th business day from the last day of your conference?

  UCR Accounting expects all departments to process travel reimbursements within 21 days from the last day of the conference. GSA implemented the “7 th business day” policy in order to comply with UCR Accounting policies.

• How do I qualify to be funded as a presenter?

  You must be the primary presenter of graduate student work that was completed at UCR. The Conference Travel Grant program will only fund one graduate student per presentation. If you are not the first author, you must submit a letter from the conference organizer or the session chair indicating that you were the primary presenter.

• How do I apply for a conference travel grant?

  Fill out the application here and submit it by the first of the month preceding the last day of the conference.

• Where does this money come from?

  Conference travel grants are funded by Graduate Students’ fees and a matching grant from the Office of the Chancellor. For more information, please see the conference travel grant history page.

• What is the yearly cap?

  The yearly GSA travel grant cap per person is $1,600.00 per academic year until further notice.

• Is my event eligible?

  Conference travel grants are not intended to fund, among others: research, instruction, training, classes, job interviews, or events in which participants are solely from UCR.  Workshops are not eligible. If presenting as part of a panel, applicant must show proof of individual presentation.

• What expenses are not covered?

  Among other ineligible expenses, conference travel grants will not cover meals, memberships in professional associations, tuition, phone calls, presentation materials, or other incidental expenses.

• Why do you ask about outside funding?

  Outside funding is taken into account to ensure that nobody receives more from all sources than they actually spent.

• The application asks me to specify the type of outside funding that I expect to receive. How do I know what the terms matching fixed amount, matching grant, and balance of expenses mean?

  Fixed amount means that your department, advisor, or some other award pays a set amount regardless of the amount of your GSA conference travel grant award.

  Matching grant means that your department or advisor will provide an amount of funding equal to that of your GSA conference travel grant award.

  Balance of expenses means that your department of advisor will pay the remaining balance of your expenses after receipt of your GSA conference travel grant award.

• My advisor/department is fronting money for my expenses, but I have to pay them back. Am I still eligible?

  Conference travel grants do not fund professors or departments. Only expenses incurred by a student are eligible for reimbursement. This includes the sharing of accommodations or travel. You must document on every application what amount was paid by each student. Conference travel grants cannot reimburse students for amounts that they did not pay.

• I am attending or participating in a round table but not presenting. Does that make a difference?

  The amount of grant funding you will receive depends on your level of attendance. There are two levels of attendance, as Presenters or Attendees. In the case of participating in a round table you must lead this group as a moderator. Participation as a panelist is qualified as an attendee. Following these categories, please send us the following proof of your participation in the event.

  Proof of attendance (for attendees and presenters), such as conference badge, the original pamphlet/brochure, or request a letter to that effect when checking in at your conference.

  Proof of Presentation (for presenters), for example, the program of the conference in case the applicant is going to present a poster or talk at the conference, otherwise the applicant will be considered as an attendee and the travel expenses will be covered up to $300.

  Proof of Acceptance (for presenters), for example, the acceptance email for your paper / abstract or other documentation issued by the organization that certifies your acceptance to the conference.

• How are the awards calculated?

  Each quarter the conference travel grant committee decides on a maximum award per student per conference. The amounts vary by the location of the conference with local conferences receiving less that international conferences. These caps determine the maximum amount that can be reimbursed, and expenses lower than the cap are reimbursed in full. The cap may be lowered for any particular month depending on the number of applicants.

• Where can I get more funding?

  Conference travel grants are not intended to be your primary funding source. Always check first with your thesis advisor and department to see if there are funds available to offset your travel costs. Departments often match the amount we award you or will give you a set dollar amount. Remember you are required to report outside funding on your mini-grant application and to follow your department’s policies regarding travel reimbursement. Reimbursements cannot be over 100%.

• What if I want to appeal a conference travel grant committee decision?

  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 check or letter of decline. 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.

• What if I collaborated with another student on this research?

  In the case of graduate students who collaborate on research eligible for the CTG award, only one student from UC Riverside may apply as a presenter. Other collaborators from UC Riverside may apply as attendees only. Collaborators from institutions other than UCR are not eligible for the CTG award. Multiple presenters for the same work are not funded. If that is the case, please contact the coordinator in advance.

• What if I have two conferences close together?

  Each application is individual per conference. If you have 2 conferences on close dates you must apply separately for each of them.

• Can I purchase internet travel packages for University related business trips?

  Several locations have reported an increase in the use by travelers of Internet sites to purchase vacation packages for University-related business trips. This creates issues with providing appropriate documentation because charges are not itemized. These packages will not be reimbursed in the absence of receipts that itemize each expense.

• What if a graduate student’s behavior is unacceptable?

  GSA Staff has the right to report unacceptable behavior (intimidating language, body language, etc…) to UCR’s student conduct department. The graduate student will be denied current and future GSA Conference Travel Grants. GSA staff is here to help you and deserve to be treated respectfully during interactions.

• More questions?

  If you need further assistance or would like to know more about the conference travel grant committee, please contact us at (951) 827-3141 or send us an email at gsagrant@ucr.edu