Student Travel

Research Presentation Scholarship Travel Requests

For the academic Year 2024-2025, we are able to offer up to $600 in support to DGSOM students who have had their research abstract accepted to a journal, meeting, or conference. We have limited funds available, so plan ahead and apply  soon as your presentation schedule is finalized. Students are eligible to receive funding once in their academic career at DGSOM. This support is designated to offset your expenses for registration for a virtual conference or an in-person conference, abstract submission, or conference-related costs. Travel-related costs will be approved and reimbursed providing all COVID-related guidelines are followed as it pertains to travel. Students may not seek any duplicate reimbursement for travel from any other funding sources per University Policy.

Travel Approval Process

Please submit travel funding requests at least 4 weeks before the conference or meeting to ensure we can reimbursement certain items and expenses. Late/ After-the-Fact submissions will not be accepted.

• Ensure you meet the Funding Requirements.
  • Must be accepted to present at a conference or meeting (provide a copy of the email notice or letter stating you have been accepted to present)
  • Must be 1st author on abstract to receive funding (the exception to this will be if 1st author on abstract 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 your abstract
  • Provide a copy of the conference registration
  • Please wait to receive funding approval before seeking reimbursement for conference-related expenses
  • Documentation and proof of payment for conference registration and all conference-related expenses are required
  • You are allowed funding once per academic cycle
  • **Please note that reimbursements take a minimum of 3 weeks before funds are sent out**
  • UCLA Accounting is now asking for students to have a Zelle Account set-up for funds to be sent once reimbursements are finalized 
• Submit your Funding Request by completing the DGSOM Research Conference Funding Request Form.
• You will receive a response regarding your funding request within 3 business days.

 Travel Booking Process

• Students are responsible for booking their own individual flight/hotel/registration.
• We can reimburse you for conference registration, airline tickets, ground transportation such as taxi, train, Uber or Lyft, shuttles, etc.
• Please Note: for hotels, UCLA has a $333 per night room rate cap before taxes. Please try to stay below or near this amount.

Travel Reimbursement Process

• Submit the following in 1 PDF file within 14days of travel:
  • Invoices/itemized receipts
  • Credit/debit card image or statement that reflects these charges (last 4 numbers of credit card must match those reflected on itemized receipts/invoices)
  • Travel Reimbursement Worksheet (in Excel format)
  • If you have Zelle, we recommend this option over having a check cut and mailed to you. If you have Zelle, please share your email and phone number tied to your Zelle account. If Zelle payments do not go through, a paper check will be mailed the address we have on file so please be sure to have the most updated mailing address on file.
  • You can expect payments between 2-4 weeks. Expect delays during the Annual Fiscal Close (June-July).