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.
LSAMP can offer financial assistance for you to travel to research sites or conferences. Prior to travel you must submit a Travel Authorization form. If you plan to use your own vehicle and be reimbursed for gas mileage, you must become an SFSU Authorized Driver by completing the Defensive Driver Safety Program. If you plan on doing this, please reach out to us for more information.
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!
- Please email the SEO office (seo@sfsu.edu) to request traveling to a conference.
- Copy your Program Director (Genentech: Frank Bayliss / BMS/VIR: Megumi Fuse) AND PI on the email.
- 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.
- If you do not receive a response from SEO, or the program director, please follow up as well.
- Fill out and attach the Travel Request Form at least 30 days before travel
- 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.
- Copy your Program Director (Genentech: Frank Bayliss / BMS/VIR: Megumi Fuse) AND PI on the email.
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
- If approved...
- 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.
-
We will send you a Request Authorization to Travel form and Domestic Authorization form via DocuSign.
AIRFARE / DRIVING
- If you're flying:
- Search for flights that work best for you. Please look for reasonable prices.
- We cannot not pay for upgraded seats!
- Once you've found your preferred flights, email us with the following information & set up a Zoom meeting to book the flight
- Full name (the one on your driver's license / state ID / passport
- Phone number
- Preferred email for flight updates
- Flight numbers
- If you're driving and want to be reimbursed:
- Complete SFSU's driver safety training program first.
- Search for flights that work best for you. Please look for reasonable prices.
LODGING
- You will share rooms with other SEO students who are attending the conference at a hotel the conference recommends.
- 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)
- You may NOT use any room service amenities, and if you do, this may jeopardize future travel requests.
WHILE ATTENDING
Transportation
- Save any receipts from Uber/Lyft/taxi! Take a screenshot/photo of the receipt or save the emailed receipt.
- We CANNOT reimburse for car rentals.
Food
- All students receive a food per diem of $55/day maximum
- 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.
- 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
- 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
- Please compile all of your receipts
- We will only accept Uber/Lyft receipts with a map of your trip. (make sure to use the receipt that has the tip included)
- 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)
- We will only accept Uber/Lyft receipts with a map of your trip. (make sure to use the receipt that has the tip included)
- 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.
- If you drove, you will be reimbursed 56 cents/mile (BUT ONLY if you have completed SFSU's driver training program)
- Once your claim is accepted, a reimbursement check will be mailed to you.
- If you have not received your check after 30 days, please check in with us.
Request to Travel
- If approved...
- 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.
-
We will send you a Request Authorization to Travel form via DocuSign.
AIRFARE / DRIVING
- If you're flying:
- Search for flights that work best for you. Please look for reasonable prices.
- We cannot not pay for upgraded seats!
- Once you've found your preferred flights, email us with the following information & set up a Zoom meeting to book the flight
- Full name (the one on your driver's license / state ID / passport
- Phone number
- Preferred email for flight updates
- Flight numbers
- If you're driving and want to be reimbursed:
- Complete SFSU's driver safety training program first.
- Search for flights that work best for you. Please look for reasonable prices.
LODGING
- You will share rooms with other SEO students who are attending the conference at a hotel the conference recommends.
- 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)
- You may NOT use any room service amenities, and if you do, this may jeopardize future travel requests.
WHILE ATTENDING
Transportation
- Save any receipts from Uber/Lyft/taxi! Take a screenshot/photo of the receipt or save the emailed receipt.
- We CANNOT reimburse for car rentals.
Food
- All students receive a food per diem of $55/day maximum
- 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.
- 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
- 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
- Please compile all of your receipts
- We will only accept Uber/Lyft receipts with a map of your trip. (make sure to use the receipt that has the tip included)
- 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)
- We will only accept Uber/Lyft receipts with a map of your trip. (make sure to use the receipt that has the tip included)
- 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.
- If you drove, you will be reimbursed 56 cents/mile (BUT ONLY if you have completed SFSU's driver training program)
- Once your claim is accepted, a reimbursement check will be mailed to you.
- If you have not received your check after 30 days, please check in with us.
https://genetics-gsa.org/attend-a-conference/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).
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: HERE, HERE and HERE
POSTER PRINTING
- Free Poster printing through the Biology Department printer (Currently located on HH 1st floor, not HH 509. Borrow the key from the Biology Stockroom during regular stockroom hours.)
- Poster printing in the Cesar Chavez Student Union, Ctrl+P Print Shop (Room M110) and a recent price list from Ctrl+P
- Poster printing though the SF State Library Digital Media Studio/Maker Space (Lib 280)
- Poster printing through OfficeMax/Office Depot on Geary Blvd. at Arguello Blvd. and poster printing prices (Call for instructions.)
Sample Conferences for SEO Scholars
- SF State COSE Student Project Showcase
- California State University Program for Education and Research in Biotechnology (CSUPERB) Symposium
- Society for Advancement of Chicanos/Hispanics and Native Americans in Science Conference (SACNAS)
- Annual Biomedical Research Conference for Minority Students (ABRCMS)
- The American Society for Cell Biology (ASCB) Cell Bio Conference
- American Association for the Advancement of Science (AAS)
- American Chemical Society Meeting (ACS)
- American Society for Cell Biology (ASCB)
- GSA Conferences
- GSA Drosophila
Other Sources of Funding for Travel
- Check to see if the conference or meeting has a travel scholarship for which you can apply. Some conferences restrict your eligibility for a travel scholarship if you are already funded by an NIH grant.
- Check out the CSUPERB Student Travel Grant Program with deadlines in the Fall and Spring.
- Watch for the COSE Dean's Office IRA Travel Award application with a deadline in September of each year.