Research Conference Funding

The Office for Research and Scholarship is happy to promote DGSOM student interest in research and scholarly work ultimately leading to opportunities to present your abstract and work at an off-campus meeting or conference. All DGSOM students who have had their abstract accepted at a meeting or conference can apply for a DGSOM Research Travel Grant and receive upwards to $600 towards their travel costs. 

Students will receive official approval of the amount of funding and how to apply for reimbursement, after completing the Research Travel Grant form and providing requested documentation.

Funding Requirements:

• Must be accepted to present at a conference or a meeting (Provide a copy of email notice or letter stating you have been accepted to present)
• Please have your PI or Mentor send an email to Shamar Jones (snjones@mednet.ucla.edu) that he or she can or cannot contribute funds to your travel and how much
• Must be 1st author on abstract to receive funding (exception to this will be if 1st author is unable to present and you are presenting in their place in which an email is required from the PI giving their approval)
• Provide a copy of abstract
• Provide a copy of conference registration
• Must be enrolled to receive funds (cannot be on leave of absence)
• No retroactive reimbursement for travel you have completed before seeking approval
• You are allowed funding once per academic cycle so if you use the $600, you cannot get more funds to attend another conference within the same cycle.

Note: that the max students receive is $600 for any travel grant. The hope is that PI’s supplement some portion but if not, then we try to provide as much as possible but generally students request amounts higher than what is given but the max is always $600

REQUEST TRAVEL FUNDING

Reimbursement Guidelines

All approved travel funding requests are approved with the idea that you will be reimbursed for your travel after your trip has been completed. There will be no funds provided beforehand.

Student Reimbursement Form

Students must submit all reimbursement receipts and forms within 21 days of the event or travel.  The student must submit a copy of itemized receipts and/or bank/credit card statements along with the Student Reimbursement Form.

Please review the items that are eligible for reimbursement:

• Airfare (no first class and note that you cannot be reimbursed for points redeemed for lower airfare costs, only for actual amount paid for. Airfare tickets should display, your name, airline, date of travel and destination)
• Hotel Stay (your receipt should be the final hotel bill or total amount paid in full. Not the confirmation of your reservation. Again make sure, your name, dates of stay are clear and method of payment is shown)
• Air BNB is reimbursable but same rules apply as hotel stay
• Conference Registration
• Driving (UCLA reimburses for mileage so your total mileage will be calculated and then reimbursed

Policy on Internet Packages

It is important to note that reimbursements processed will take at least 2-3 weeks minimum before you receive the payment considering all receipts are accurate and there are no delays in the process. If you are unwilling to wait this period of time to receive funds, it is not suggested you apply for the travel funding request. All payments are mailed to your most up to date address on file so please make sure all your information is accurate and up to date in the system.

If you have any questions about reimbursements, please email Shamar Jones at snjones@mednet.ucla.edu