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Note: Pursuant to State of California directive AB 1887, UCLA cannot fund DTG if activity occurred in one of these states
(Information subject to revision)
The purpose of the DTG is to encourage eligible UCLA doctoral students to present their work and network at conferences in their field, to support travel associated with off-campus research and to enable students to take advantage of off-campus professional development opportunities
Airfare and conference registration: Reimbursement can be provided 2-3 weeks in advance of the departure date or within 45 days after the travel has been completed
All other expenses: Reimbursement must be requested after travel and within a reasonable amount of time, not to exceed 45 days after travel has been completed
Submit completed Doctoral Student Travel Grants Form as a single PDF directly to https://ucla.service-now.com/graduateeducationportal within the stated time frame.
By participating, students understand that they are giving their consent to disclose application information to University officials and to relevant funding committees.
A complete application will include the following:
• Name of the conference or workshop, or the institution/location where the research was conducted
• Travel timeline or itinerary
• For presenters: title, authors (include affiliations if different from the student’s UCLA program), and the accepted/published abstract of the work presented or a brief synopsis
• For participants in workshops or related professional development activities: Provide a brief (150 words or less) explanation of the professional development training or activities
• For field research: Provide a (150 words or less) synopsis of the work and justification for the travel
• Indicate the total costs for the travel, any other sources of funding for the travel (e.g., department funds, research grants), and the amount being requested from the Division of Graduate Education
• Original receipts or photocopies are acceptable
• Receipts that are not in English must be translated in order to qualify for reimbursement
• Actual daily currency exchange rates must be provided if you are submitting receipts in non-US currency; use sites such as www.oanda.com and select the relevant dates for each expense
• Faculty mentor’s signature on the application form
• Completed Division of Graduate Education General Conditions for Student Travel
Can I submit eligible expenses for the Doctoral Travel Grant in advance, before my trip occurs?
Airfare and conference registration expenses can be reimbursed 2-3 weeks before departure. All other expenses must be submitted with required receipts within 45 days of completing travel.
Can travel for eligible activities through the Doctoral Travel Grant originate from anywhere in the world to my selected destination or must travel originate from Los Angeles?
We place no restrictions upon where travel starts.
I am applying for a reimbursement through the Doctoral Travel Grant. My travel may include a stop to visit family or friends or for other personal purposes. Given this, which portion of my travel would be covered?
Only the portion(s) that directly pertain to conference, research and/or professional development activities.
I have $500.00 left in my Doctoral Travel Grant fund and no future need to use these remaining funds. Can I transfer my balance to another UCLA doctoral student?
No, funds are exclusive to the student and are non-transferable.
I’ve learned that I’m ineligible to participate in the Doctoral Travel Grant program. How can I appeal for funding?
There are no avenues for appeal. We encourage you to reach out to your home academic department for resources.
How do I ask for funding beyond the $1,000 maximum under the Doctoral Travel Grant program?
The maximum a student may receive from the DTG funding is $1,000. If you need additional funding, please contact your home academic department.
I have expenses for multiple trips. How do I submit these requests for Doctoral Travel Grant reimbursement?
For each trip, submit separate requests. Do not submit a combined reimbursement request. The minimum request must be at least $100.00.
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 for meals, rooms, transportation, etc. Expenses must be paid per individual only and cannot be shared or split.
Does the Division of Graduate Education accept photocopies of receipts as supplemental documents for the Doctoral Travel Grant reimbursement request?
Yes. Receipts must show itemized charges. Mileage requests must be accompanied by mileage calculation documentation (Yahoo, MapQuest, Google Maps, etc.).
Is there a minimum amount of reimbursement necessary to apply for the Doctoral Travel Grant?
The minimum award amount must be $100.
What constitutes off-campus professional development reimbursable under the Doctoral Travel Grant?
Workshops or summer research institutes designed to promote research knowledge, skills, mentorship and networking opportunities that are short-term and non-credit-granting/non-grade-based. Academic-based courses are not eligible.
Not Eligible: www.mbl.edu/education/courses/neurobiology/
Do conferences, professional development and/or research activities conducted on campus qualify under the Doctoral Travel Grant program?
Yes. However, you are encouraged to participate in activities that are external to UCLA.
Will conferences, professional development and/or research activities conducted off-site but administered via UCLA qualify for reimbursement under the Doctoral Travel Grant program?
Yes. However, you are encouraged to participate in activities that are not affiliated with UCLA.
Can I apply for a Doctoral Travel Grant reimbursement for attending a conference?
Yes, if you meet all eligibility criteria.
Will a UCLA doctoral student be reimbursed through the Doctoral Travel Grant for registration costs of workshops or seminars offered by the conference?
May a UCLA doctoral student who is on a Leave of Absence or who withdrew during the quarter they attended the conference receive reimbursement from the Doctoral Travel Grant?
No, a student must be registered or enrolled in a minimum of 12 units or be in-absentia when they travel.
If a UCLA doctoral student is registration in-absentia during the quarter they attended the conference, research or professional development, will a Doctoral Travel Grant reimbursement be permitted?
Yes, the student may apply for reimbursement.
A UCLA doctoral student attended a conference in the summer and is not registering for the following fall term. The student has filed or is on leave of absence. Can this student receive a Doctoral Travel Grant reimbursement?
Does the UCLA doctoral student have to be considered a domestic student in the United States to qualify for the Doctoral Travel Grant?
No, both international and domestic students who are registered and enrolled in the quarter they travel are qualified for reimbursement.
Does the Division of Graduate Education reimburse the student directly for approved Doctoral Travel Grants?
I’m a dual degree candidate at UCLA. Am I eligible for Doctoral Travel Grant funding?
You are eligible only if you were under a qualified doctoral degree track while undertaking conference, research and/or professional development activity. This applies to students with PhD, DEnv, DrPH and DMA degree objectives at UCLA. If you happen to be under a degree track such as MD at the time you engaged in conference, research and/or professional development activity, you would not qualify for funding.
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