UCLA Doctoral Student Travel Grants for Conferences, Professional Development and Off-Campus Research (DTG)

Effective Fall 2016 for eligible new entering UCLA doctoral students for travel on or after September 19, 2016.

Effective July 2016 for eligible continuing UCLA doctoral students for travel on or after July 1, 2016.

(Information subject to revision.)

Purpose

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.

Deadlines

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.

Amount

$1,000 ($100 minimum for each reimbursement request)

Each eligible new and continuing UCLA doctoral student will be provided up to $1,000 total reimbursement that can be used, in whole or in part, at any time through the student’s seventh year in the doctoral program, as long as the student and the activities meet the eligibility requirements.

Students who were awarded the UCLA Dissertation Year Fellowship (DYF) in 2015–16 or earlier will not be eligible for this program. EXCEPTION: 2015–16 DYF awardees who activated their fellowship in Winter 2016 will be eligible as long as they are receiving DYF funding.  Once the DYF funding has ended, the student is no longer eligible.

Eligibility

  • UCLA doctoral students with PhD, DEnv, DrPH and DMA degree objectives are eligible. Students enrolled in the Medicine MD, Dentistry DDS, and Law JD programs are not eligible.  Students in self-supporting programs (e.g., EdD) are not eligible.
  • US citizens, permanent residents, international or registered California AB540 students. For international students, funding is subject to fellowship eligibility in regards to visa type. For those under AB540, funding will be provided only if AB131 is still in effect for the duration of the fellowship.
  • Students may or may not be advanced to candidacy at the time of travel.
  • Students must engage in the activity and seek reimbursement within seven years of entering the doctoral program.
  • Students in their eighth doctoral year and beyond are not eligible for this funding.
  • Student must consult with and obtain the signature of their faculty mentor before submitting the reimbursement request(s).
  • Student must not have any unresolved incompletes (I grades) on record at the time the travel took place.
  • Student must have been registered/enrolled in a minimum of 12 units during the academic term in which the research/travel/professional activity took place and for which reimbursement is being requested. For summer travel, the student must have met this requirement in the previous Spring quarter and register/enroll in the subsequent fall.  In-absentia registration is acceptable.
  • Students on Filing Fee are not eligible for reimbursement of expenses incurred while on Filing Fee.  Students cannot request reimbursement for expenses incurred during an approved leave of absence, while lapsed (unapproved leave), or after withdrawing from the university.
  • Student must complete the Graduate Division General Conditions for Student Travel and submit with the Doctoral Student Travel Grants Form.

Continuing students:

  • Students who have already been awarded travel funds through the Cota-Robles2, the Graduate Summer Research Mentorship (GSRM), the Graduate Research Mentorship (GRM), the Research Travel Grant Program and/or the conference/travel research funding from their department that utilized Graduate Division funds will be eligible for the difference between $1,000 and the total of those travel awards. For example, Susie Bruin received $500 reimbursement from her GRM and $200 from her department’s Graduate Division travel awards. She may still receive $300 through this reimbursement program.

Allowable Expenses

Students must meet UCLA travel policies.

Expenses may include:

  • Airfare
  • Transportation
  • Lodging (at a commercial venue; no stays at someone’s home)
  • Meals will be reimbursed on an actual basis, subject to the prevailing campus limit (currently $74) for each full day on travel status. The Graduate Division requires receipts.  Flat rate (per diem) reimbursement is not possible.
  • Conference/Workshop registration and fees (which may include meals for participants)

Expenses may not include:

  • Computer or other electronics or equipment (e.g., MP3 player, camera)
  • Alcoholic beverages
  • Groceries
  • Transcription services
  • Dissertation editing
  • Tuition and/or fees for credit-bearing courses
  • Recreation/social events
  • Incidentals during trip
  • Supplies, materials & other costs associated with the research or professional development activity (e.g., software, printing and reproduction, flash drive, etc.)
  • Payment to participants or research study subjects

Student Procedures

Submit completed Doctoral Student Travel Grants Form directly to Graduate Division Fellowships and Financial Services, 1228 Murphy Hall, or uclafellowship@grad.ucla.edu 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 department/program), and either the accepted/published abstract of the work presented (if applicable) or a brief (150 words or less) 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 Graduate Division
  • 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 Graduate Division General Conditions for Student Travel

How Student Receives the Award

Funds are reimbursed in the form of a fellowship stipend. For international students, this means that appropriate taxes will be withheld.

Frequently Asked Questions

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.

I’m a continuing UCLA doctoral student who purchased airfare in June 2016 for travel in July 2016. Can I submit a Doctoral Travel Grant reimbursement request for my eligible expenses?

Yes.

My travel costs are $2,000 with travel starting on June 28, 2016, and ending on July 3, 2016. Am I eligible for any reimbursement through the Doctoral Travel Grant?

Yes. We will prorate the Doctoral Travel Grant reimbursement, based on the maximum level of $1,000, to cover dates in July. For example, June 28–July 3 = 6 days. $1,000/6 days = $166.67/day. 3 days in July x $166.67 = $500.00.

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 Graduate Division 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.

Example:

Eligible: www.nursing.upenn.edu/live/news/529-penn-nursing-hosts-the-15th-annual-summer-research 

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?

Yes.

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?

No.

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 Graduate Division reimburse the student directly for approved Doctoral Travel Grants?

Yes.

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.

 

Contact

Fellowships and Financial Services
1228 Murphy Hall, 144401
(310) 825-1025
uclafellowship@grad.ucla.edu