Conference Travel Funding

Please click here to see a list of conferences that may be of interest. 

We are pleased to offer eligible graduate students funding to help defray the expense of presenting research at conferences during the 2022-2023 period—July 1, 2022 to June 23, 2023. Please be advised that departmental funding for conference travel is limited each year and funds will be available on a first come first served basis.

Please note that students can only receive Psychology Department Conference Travel funding after they have used all of the $1,000 allocation from the Doctoral Student Travel Grants for Conferences, Professional Development and Off-Campus Research Program from the Graduate Division. Click here for more information. To check your remaining travel grant funds, call Graduate Division Financial Services at (310) 825-1025. 

ELIGIBILITY:

  1. Student must be the first author of the research to be presented. In the case of the Society for Multivariate Experimental Psychology exceptions will be considered, since only faculty members are permitted to present at these meetings. Only attending a conference does not make a student eligible for reimbursement. 
  2. Eligible expenses are limited to airfare, bus, train, personal vehicle mileage, lodging, and conference registration. Virtual conferences are eligible only for conference registration reimbursement. The department will be supporting all poster printing during the 2022-2023 academic year through a different funding source, so you do NOT need to include reimbursement for poster printing on the Conference Travel Grant Application form. Poster printing is handled through Technical Services, for more information follow this link. Copies of receipts and proof of payment must be submitted per instructions on form Part B (see links below). Food costs, membership fees, pre-registration fees, submission fees, taxis, and shuttles will NOT be reimbursed. 
  3. Students must be registered and enrolled in both the quarter that they complete the travel and the quarter that they will be reimbursed. If a student seeks reimbursement for conference travel during the summer months, they must be registered and enrolled in the previous Spring and the following Fall quarter. In Absentia students are eligible for reimbursement. 
  4. Department funds may only be requested after the $1,000 allocation from Graduate Division is used. If your remaining Graduate Division funds are not enough to cover your planned travel, it is possible to use department funds to cover the balance.
  5. Each student may be reimbursed a maximum of $400 in 2022-2023. Multiple reimbursement requests may be submitted.

HOW TO REQUEST REIMBURSEMENT:

  1. Complete the Conference Travel Grant Application Part A (see link below) to indicate conferences you plan to attend during the period July 1, 2022 to June 23, 2023. Submit Part A to Elizabeth Franks at efranks@psych.ucla.edu by October 31, 2022. Note: if your plans change after October 31, you may still use the department grant funds but will need to submit a new Part A form. 
    • Please be advised that departmental funding for conference travel is limited. Submitting your Part A as soon as possible helps ensure you will have funding available to you.
  2. Complete the Conference Travel Grant Application Part B (see link below) and submit to Elizabeth Franks at efranks@psych.ucla.edu as soon as possible after your travel is complete. Please submit your Part B and all applicable receipts and documentation as one PDF document. 
    • Please be aware that reimbursement requests (i.e. Part B and receipts) submitted after 6/1 may experience a delay in processing.

REQUIRED FORMS:

Please note the PDF forms are fillable and can be signed electronically. 

FREQUENTLY ASKED QUESTIONS:

  1. What do I do if my travel includes stops at other locations for personal travel?
    •  Only the portion(s) that directly pertain to conference travel is eligible for reimbursement. If you will be traveling for personal reasons around your conference travel, or are otherwise requesting airfare with multiple stops, you must also submit an itinerary, with cost information clearly visible, for a comparable direct flight from Los Angeles to the Conference location and back would cost. For more information or assistance, please email Elizabeth Franks at efranks@psych.ucla.edu.
  2. Can I book my flight, hotel room, and rental car as a package through a discount site like Travelocity or Expedia?
    • No, UC policy prohibits purchase of travel/vacation packages from Internet vendors. You are required to submit detailed, itemized receipts for all expenditures that clearly indicate the amount, method of payment, and zero balance.
  3. I would like to book my seat in Business or First Class, will I still be reimbursed?
    • No, per UC policy only coach airfares are reimbursable.
  4. Are any purchases I make at my hotel reimbursable?
    • You will be reimbursed for the hotel room rate, room tax, and parking. Extraneous expenses such as meals on the premises, room service, movie rentals, gym fees, etc. are not reimbursable.
  5. I traveled with another person and my expenses are combined/reflected on another person’s receipts. If I submit the Doctoral Travel Grant reimbursement request, will the receipts I submit be honored?
    • No. In the case of multiple students traveling together, do NOT share or split costs. Expenses must be paid per individual only and cannot be shared or split.
  6. What do I do if I share a room with someone?
    • In order to be reimbursed, your name must be on the bill. Please ask the hotel to provide a split bill for each occupant.
  7. Can I be reimbursed for lodging for a conference here in Los Angeles?
    • No, per UC policy lodging expenses are not reimbursable for travel within a 40-mile radius of student’s home or UCLA, whichever is the point of departure.
  8. Does the Department accept photocopies of receipts as supplemental documents for reimbursement request?
    • Yes.  Receipts must show itemized charges. Mileage requests must be accompanied by mileage calculation documentation (Yahoo, MapQuest, Google Maps, etc.).