For graduate students in the
UCLA Department of Linguistics
Application for Graduate
Student Conference Funds
Policy and Procedures
The department has budgeted funds
to subsidize graduate student travel to major conferences for giving talks and
presenting posters. This is money that, in principle, the department wants to
spend, since giving conference talks is part of the professional training. It
also might help you in a job search. Therefore, the department strongly
encourages you, as soon as your research program has developed to the
appropriate point, to submit abstracts to major conferences in your field.
FUNDING LEVELS
Maximum
reimbursement per trip (North America,
Maximum reimbursement per trip
(outside
Maximum total reimbursement per student
per year: $900 (effective July 1, 2010: $1,000.00)
(The
number of trips within this maximum is at the student’s discretion.)
REIMBURSABLE EXPENSES
The
following items are considered allowable expenses for reimbursement: (1) airfare, (2) cost of conference pre-registration, and (3)
cost of printing presentation poster(s), and (4) $30 per day of the conference
(maximum 3 days, or $90) towards living expenses. (If you need handouts for
your presentation, the department can assist you in making copies using the
Campbell Hall copier, at the department’s expense. See the front office coordinator
for assistance with this.)
APPLICATION
PROCESS
(1) Speak with your advisor (or the relevant
faculty) about the conference you are considering; provide him or her with a
copy of the abstract you are planning to submit. Try to give the faculty
sufficient time to read and consider the abstract.
(2) As soon as you receive acceptance to a
conference, verify in writing (email) with the SAO that conference funds are
available. (Purchase your travel
ticket(s) only after the SAO confirms that funds are available.)
(3) Complete the application form (above).
The form requires a signature from your adviser, or a faculty in the relevant
research area, confirming that (s)he has read and
approved the abstract, and is willing to do the usual adviserly
task of providing input and polishing the paper. Applications submitted without
the adviser/faculty signature will not be approved. Once signatures are
obtained (prior to travel), attach
the conference invitation, and submit the form to the SAO.
(4) Once you’ve returned from the conference,
submit your receipts and documents to the SAO. Receipts MUST be submitted
within two weeks of the conclusion of your trip.
Receipts/documents include:
A. Original
receipt of conference pre-registration.
If the conference registration receipt does not clearly state the registration
amount and method of payment, a credit card/bank statement listing the charge
is also required.
B. A
copy of the conference program.
C. Paper
airline tickets: submit
the ORIGINAL airline passenger receipt (last page in your paper
ticket stub). This original receipt should have your itinerary and
airfare information. If the original airline passenger receipt does not
clearly state the airfare amount and method of payment, a credit card/bank
statement listing the charge is also required.
D. Electronic
airline tickets: submit
1) the email e-ticket receipt, or 2) an e-ticket receipt printed from the
airline website, or 3) the original e-ticket receipt provided by the travel
agency, exactly as provided to you by the airline/travel agency (please, no
cutting and pasting information onto another document). The e-ticket should
note your name, itinerary information, airfare amount, and method of
payment/billing information. If the e-ticket receipt does not clearly
state the airfare amount and method of payment, a credit card/bank statement
listing the charge is also required.
E. Original
receipt reflecting poster printing costs (if applicable).
POLICIES
(1) Graduate Division policy requires that
travel reimbursement be made during the same fiscal year (July 1 – June 30) the
trip occurred. The department will not approve retroactive travel funding
requests.
(2) Conference travel funding will not be
approved for students who have missed major department deadlines for progress
through the program.
(3) Conference travel support for the sixth
year students will be as follows: (i) sixth years who
are receiving a TAship/fellowship will receive travel
support as per the normal policy; (ii) other registered/enrolled sixth years
will be funded at 50% of the limits above. Students beyond sixth year in the
program will not receive travel support.
(4) We encourage you very strongly to buy the
lowest fares possible. This will allow us to fund more travel reimbursement
requests.
(1) It is to be understood that conference
travel funding is not guaranteed. If there is overwhelming demand for travel
money, or any other financial emergency, there may have to be funding cutbacks.
However, the policy is definitive as a statement of the department's goals for
student conference travel.
(2)
In
general, queries about conference travel policy should be directed to the
Director of Graduate Studies, with cc to the SAO. Procedural queries should be
directed to the SAO.
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Last updated: 9/25/08