Conferences, Posters & Travel

Scholars are encouraged to present their research at a professional scientific conference or meeting each academic year. Some meetings are virtual, some are in person, and some are hybrid with a choice to travel. Approval for travel funds is conditional and requires the scholarship director's prior consent. Scholars need to request the funds for travel at least 30 days ahead of time.

 

Want to travel to a conference/meeting? Check out our new Travel Procedure document for more info!

Want to travel to a banned state? Check out this travel guide for more info!

  1.  Please email the SEO office (seo@sfsu.edu) to request traveling to a conference.
    1. Copy your Program Director (Genentech: Frank Bayliss / BMS/VIR: Megumi Fuse) AND PI on the email.
      1. If you do not receive a response from your PI in 3-5 business days (either a signature or email accepting/denying your travel request), follow up with them.
      2. If you do not receive a response from SEO, or the program director, please follow up as well.
    2. Fill out and attach the Travel Request Form at least 30 days before travel
      1. Overestimate your airfare/lodging. We can always edit the form later with your final numbers. You can not be reimbursed for expenditures beyond this estimate. You need to balance this with a fixed budget for travel.

If you are a Genentech Foundation (GF), BMS, or VIR Scholar please go to the STEP 2 - UCORP STUDENTS section.

If you are a NIH Bridge to Doc, NIH U-RISE, NSF-STC/CCC, or CDI Scholar, please go to the STEP 2 - ORSP STUDENTS section.

See this SACNAS page of tips for estimating travel costs to a conference. HERE

Request to Travel

  1. If approved...
    1. We will give you credit card info over the phone to pay for your registration. We cannot do last minute registrations! Please set up an appointment to register for the conference at least a week before the deadline.
    2. We will send you a Request Authorization to Travel form and Domestic Authorization form via DocuSign.

AIRFARE / DRIVING

  1. If you're flying:
    1. Search for flights that work best for you. Please look for reasonable prices.
      1. We cannot not pay for upgraded seats!
    2. Once you've found your preferred flights, email us with the following information & set up a Zoom meeting to book the flight
      1. Full name (the one on your driver's license / state ID / passport
      2. Phone number
      3. Preferred email for flight updates
      4. Flight numbers
    3. If you're driving and want to be reimbursed:
      1. Complete SFSU's driver safety training program first.

LODGING

  1. You will share rooms with other SEO students who are attending the conference at a hotel the conference recommends.
    1. Let us know if you have specific lodging requests and we will do our best to accommodate (ex. room with particular gender, room alone with valid reason)
    2. You may NOT use any room service amenities, and if you do, this may jeopardize future travel requests.

WHILE ATTENDING

Transportation

  1. Save any receipts from Uber/Lyft/taxi! Take a screenshot/photo of the receipt or save the emailed receipt.
    1. We CANNOT reimburse for car rentals.

Food

  1. All students receive a food per diem of $55/day maximum
    1. If food is offered at the conference, we will not cover outside food purchases for that meal as part of the per diem. (ex. If the conference provides a free dinner you can still receive per diem for breakfast & lunch for $35. If breakfast & lunch were covered, you can receive $20 for dinner...) No receipts are required.
    2. Depending on the time of your flights, you will be covered for certain meals (ex. If your flight is at 2 PM, you can receive breakfast & lunch per diem of $35 but not dinner for the full $55.)

Subsistence / extras

  1. If you need to make any small purchases (ex. Needed to buy a toothbrush/ poster printing) please check with us to see if they can be covered.

WHEN YOU RETURN

  1. Please compile all of your receipts
    1. We will only accept Uber/Lyft receipts with a map of your trip. (make sure to use the receipt that has the tip included)
      1. We are not able to cover Uber/Lyft costs after dinner time (9 PM) unless you are traveling to or from an airport, nor that are considered entertainment (ex. traveling to a bar, club or movie theater)
  2. Set up a Zoom/in person appointment with Alyssa Mendoza (acmendoza@sfsu.edu) or Makenzy Carr (mcarr1@sfsu.edu) who will help you fill out your Travel Expense Claim form.
  3. If you drove, you will be reimbursed 56 cents/mile (BUT ONLY if you have completed SFSU's driver training program)
  4. Once your claim is accepted, a reimbursement check will be mailed to you.
    1. If you have not received your check after 30 days, please check in with us.

Request to Travel

  1. If approved...
    1. We will give you credit card info over the phone/through office hours meeting to pay for your registration. We cannot do last minute registrations! Please set up an appointment to register for the conference at least a week before the deadline.
    2. We will send you a Request Authorization to Travel form via DocuSign.

AIRFARE / DRIVING

  1. If you're flying:
    1. Search for flights that work best for you. Please look for reasonable prices.
      1. We cannot not pay for upgraded seats!
    2. Once you've found your preferred flights, email us with the following information & set up a Zoom meeting to book the flight
      1. Full name (the one on your driver's license / state ID / passport
      2. Phone number
      3. Preferred email for flight updates
      4. Flight numbers
    3. If you're driving and want to be reimbursed:
      1. Complete SFSU's driver safety training program first.

LODGING

  1. You will share rooms with other SEO students who are attending the conference at a hotel the conference recommends.
    1. Let us know if you have specific lodging requests and we will do our best to accommodate (ex. room with particular gender, room alone with valid reason)
    2. You may NOT use any room service amenities, and if you do, this may jeopardize future travel requests.

WHILE ATTENDING

Transportation

  1. Save any receipts from Uber/Lyft/taxi! Take a screenshot/photo of the receipt or save the emailed receipt.
    1. We CANNOT reimburse for car rentals.

Food

  1. All students receive a food per diem of $55/day maximum
    1. If food is offered at the conference, we will not cover outside food purchases for that meal as part of the per diem. (ex. If the conference provides a free dinner you can still receive per diem for breakfast & lunch for $35. If breakfast & lunch were covered, you can receive $20 for dinner...) No receipts are required.
    2. Depending on the time of your flights, you will be covered for certain meals (ex. If your flight is at 2 PM, you can receive breakfast & lunch per diem of $35 but not dinner for the full $55.)

Subsistence / extras

  1. If you need to make any small purchases (ex. Needed to buy a toothbrush/ poster printing) please check with us to see if they can be covered.

WHEN YOU RETURN

  1. Please compile all of your receipts
    1. We will only accept Uber/Lyft receipts with a map of your trip. (make sure to use the receipt that has the tip included)
      1. We are not able to cover Uber/Lyft costs after dinner time (9 PM) or that are considered entertainment (ex. traveling to a bar or movie theater)
  2. Set up a Zoom/in person appointment with Lynn Anderson (lba@sfsu.edu) or Heidi Ng (hhyng@sfsu.edu) who will help you fill out your Travel Expense Claim form.
  3. If you drove, you will be reimbursed 56 cents/mile (BUT ONLY if you have completed SFSU's driver training program)
  4. Once your claim is accepted, a reimbursement check will be mailed to you.
    1. If you have not received your check after 30 days, please check in with us.

As of June 1, 2021, CSU pandemic-related travel restrictions have ended. Authority and responsibility for SF State travel is now at the campus level. The travel ban has been lifted. Reasonable and necessary travel may resume according to the CSU Travel Policy including the timely submission of an ORSP Request for Authorization to Travel (RAT) form or UCORP Dometstic Travel Authorization (DTA) form before making any travel arrangements.

Travelers are responsible for complying with SF department of Public Health orders and the health orders for their destinations. Travelers should adhere to the latest travel guidance from the Centers for Disease Control and Prevention (CDC).

SEO students at conference

Citing Grant Numbers

LOGOS Available for Use

  • A Google Drive folder with official SF State & SEO Office logos available for use HERE. Please feel free to use these on your presentations!
  • For UCSF CCC logos, log in to the CCC Member webpages HERE. Ask your faculty research mentor or SEO for the credentials.

Poster & Presentation Tips

Abstract tips: HERE

Poster making & Presentation tips: HEREHERE and HERE

POSTER PRINTING

Sample Conferences for SEO Scholars

Other Sources of Funding for Travel