Serving the Needs of Graduate and Professional Students at UCR
GSA Conference Travel Grants
The Graduate Student Association (GSA) provides conference travel grants to graduate students in good standing who are currently attending the University of California, Riverside to promote the presentation of original graduate student research done at UC Riverside. Please read this page carefully to understand all of your requirements and responsibilities regarding the travel grant application process. You may also refer to the Forms & Examples below and GSA Bylaws Section XIV: The Conference Travel Grant Award for further information.
Please note: Additional internal and external sources of travel funding are also available. For internal sources of funding see Fellowships, Awards, & Grants and for external sources see Resources for Finding External Funding.
On this page you will find information about the following:
Eligibility Requirements
To be eligible for the GSA Conference Travel Grant, you must:
- be a graduate student in "good standing", which requires a minimum 2.0 GPA both quarterly and cumulatively, and meeting one of the following conditions: full-time enrollment at UCR, paying University fees equivalent to full-time status, or being on filing-fee status (one quarter only).
- be attending or presenting your original research at an academic or professional conference, symposium, seminar, or colloquium organized by professional associations within your field of study or discipline, or a related field that may be conducive to your academic or professional development.
- complete your application and provide all necessary letters and conference materials by their deadlines.
- maintain professional and courteous communications with GSA personnel at all times.
Please refer to the GSA Bylaws Section XIV: The Conference Travel Grant Award for a complete description of all eligibility requirements. It is your responsibility to ensure that you meet all eligibility criteria, or your application may be delayed or denied.
Covered Expenses
The conference travel grant reimburses specific expenses related to conferences, symposia, seminars, or colloquia organized by professional associations within or related to the graduate student’s field of study or discipline, or a related field that may be conducive to their academic or professional development. These conference events must be open to the public for membership or registration, and cannot be closed or invitation-only meetings.
Expenses that are covered and not covered are listed but not limited to the items below.
Covered Expenses
- Airfare
- Checked baggage fees
- Shuttles
- Public Transportation
- Rental vehicles pursuant to UC System-wide rental vehicle policies
- Personal vehicle mileage pursuant to UC Riverside mileage rate and use policies
- Parking
- Accommodations pursuant to UC System-wide and UC Riverside policies
- Conference event registration fees
Expenses not Covered
- Membership in organizations related to or unrelated to the conference event
- Abstract fees
- Tuition fees
- Extra-curricular events offered at conferences
- Cost for presentation materials
- Meals
- Test tubes
- Phone calls
- Internet fees
- Safe fees
- Other accommodation incidentals
- Bank fees
- Exchange rate fees
- Passport or Visa fees
- Any family, friend, significant other/partner-related costs
- Costs unrelated to conference event travel
- Gas receipts for use in personal vehicle
Regional Expense Caps
Effective July 1, 2024, the annual GSA conference travel grant expense cap per person for the 2024-2025 academic year is $1,600.00. See below for regional expense caps per conference.
Effective January 1, 2024, the UC approved mileage reimbursement rate for personal vehicle travel is $0.67 cents/mile, only if it is less expensive than flying. If travelling by plane is cheaper, the GSA will reimburse mileage up to the cost of the airfare comparison.
Deadlines
Applications are due and must be submitted before the first day of the previous month in which your conference ends by 5:00 pm (See below for examples). Letters of Recommendation are due 1 day before the start of your conference. Post-conference materials are due by the 7th business day after your conference ends. Deadlines are subject to change to the following business day if the deadline falls on a UCR legal holiday.
Late applications will not be accepted and are not eligible for an appeal.
*You can apply to the CTG up to six months before your conference date, even if you do not know if you have been accepted yet.
Instructions for Applying
Please read the following instructions carefully. Completing your conference travel grant application is a 2-step process. We do not accept physical applications. We only accept electronic applications through our online application system.
IMPORTANT: Communications from the GSA regarding your application may be sent to you during the review process if materials are missing or mistakes are detected. Be sure to check your email often for communication from no-reply@email.zenginehq.com, gsaofficeassistant@gmail.com, gsagrant@gmail.com, and gsagrant@ucr.edu.
We do our best to ensure that the hundred of applications we receive are processed in a timely manner, but this very often requires additional information from you, so we ask that you please keep an eye out for emails from us, and practice diligence, patience, and professionalism in your communications. Our goal is your success!
We strongly recommend starting the application process as early as possible to avoid potential delays or denial.
Complete the checklist here to ensure you have completed all parts of the application process correctly.
Please refer to the Reimbursement Guide here for details regarding receipt requirements, allowable expenses, expenses not covered, proof of participation, spatial circumstances, and expense caps.
Step 1 (before conference)
Click here to access the GSA application system.
Before your conference, follow the instructions in the application system to complete your application and send a request to your advisor for a Letter of Recommendation. Check the application system often to find out when your advisor has submitted your Letter of Recommendation.
IMPORTANT: Once your application and your Letter of Recommendation are marked COMPLETE, you must submit your application prior to leaving for your conference. You will receive an automatic confirmation from the GSA upon submission. If you did not receive an email then you did not correctly submit your application.
DEADLINES: Completed applications are due on or before the first day of the previous month in which your conference ends by 5:00 pm (see Deadlines for clarification). Your Letter of Recommendation is due one day before the start of your conference. Late applications and letters are not accepted, without exception.
Step 2 (after conference)
After your conference, email all of your conference materials (expense form, receipts, etc.) to gsaofficeassistant@gmail.com. Please refer to the Reimbursement Guide for a complete list of all conference materials. Late materials are not accepted.
Post-conference materials must be emailed in full PDF format, no screenshots allowed.
DEADLINE: Complete post-conference materials are due by by 5:00 pm on the 7th business day from the last day of your conference. If you suspect you will need additional time to submit your conference materials, please email gsagrant@ucr.edu and request an extension before you leave for your conference.
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 AT GSA.
Conference Travel Grant Checklist
This is a list of all items that must be submitted before your conference via the application system, and after your conference via email. Letter of Recommendation details are also included.
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 once a 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.
Conference Travel Grant Coordinator
Email: gsagrant@ucr.edu
Tel: (951) 827-3141
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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What is the yearly cap?
The yearly GSA travel grant cap per person is $1,600.00 per academic year until further notice.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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%.
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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.
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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.
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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.
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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.
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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.
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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
History
Before 1999, the Office of the Chancellor gave GSA $12,000 annually to help graduate students with expenses associated with travel to conferences. The grants were truly mini back then, students could apply once a year, and there was a different fixed amount allocated for local, national and international applications.
In 1998-1999, while negotiating an increase in the allocation, then Chancellor Ray Orbach bluffed that, if the graduate students agreed to tax themselves for this purpose, he would match the fee increase. On the 1999 GSA elections ballot, a referendum was included proposing a raise in GSA fees from $10 to $20 per student per quarter. The $10 increase would be phased in $2 each year, the additional fees were earmarked for the conference travel grant program, and the Office of the Chancellor would match the increase.
The referendum passed, and as a result the GSA rolled in $132,000 for the conference travel grant program in 2003-2004 (the year when the fees finally capped at $20 per student per quarter). In April 2006, the mini-grant committee changed the program’s name to the conference travel grant program. The mini-grant committee adopted this new name to avoid confusion between the mini-grant and mini-GSA programs and to clarify the types of events that the grants fund. The program has also adopted a mission statement, which is now available on the main conference travel grant page. GSA thanks the Chancellor for continuing Ray Orbach’s commitment to fund the conference travel grant program.