Conference Travel

Scholars are encouraged to present their research at a professional scientific conference or meeting each academic year.

Travel funds are limited to a maximum of $1000/scholar/academic year.

Approval for travel funds is conditional and requires the scholarship director's prior consent.

Scholars need to request the funds for travel at least 60 days ahead of time.

SEO Scholars presenting research at a conference should contact the SEO Office to request the SEO Travel Request Form.

SACNAS NDiSTEM

Group of three students in front of research poster.

ABRCMS

Student stands in front of poster at conference.

Discipline specific conferences

Student explains poster to judge.

  1. For current SEO scholars only, contact seo@sfsu.edu to request a Travel Request Form.

    1. This will need to be signed by your Research Mentor AND Program Director

    2. Work with your Research Mentor to complete the budget

      1. Research airfare online.

      2. Determine the conference recommended hotel rate.

      3. Determine registration cost - any early registration discounts?

 

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

 

If approved, the SEO Office can pay for Registration, Airfare and Hotel in Advance of Travel:

  1. Registration - Set up an appointment with an SEO Staff Member to complete registration.

  2. Airfare - Set up an appointment with an SEO staff member to book a flight. Flights must be booked using the SFSU Concur Travel Booking site.

  3. Hotel Reservation

    1. An SEO Staff member will reserve a room at one of the conference recommended hotels, and arrange to cover room & tax. Students should be prepared to show a credit card at check in to cover incidentals - if that is a problem, please let us know.

    2. When multiple SEO scholars attend the same conference, we ask same-gendered students to share rooms, usually 2 students/room.

    3. We can provide lodging for either the night before the conference begins OR the last night of the conference - not both.

If approved, Ground Transportation and Food are expenses that are reimbursed AFTER travel is complete

Ground Transportation - Save your receipts

  1. This is primarily for trips to/from the airport.

  2. SEO scholars should share rides when possible.

  3. Save Uber/Lyft/Taxi receipts and submit via email once you return.

We CANNOT reimburse for any transportation rentals (car, scooter, E-bike, etc).

Food - No receipts needed

  1. Per diem is determined by conference locations, based on federally established rate

    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 lunch, we deduct lunch from the total daily per diem)

    2. Travel days are reimbursed at 75% of the conference location rate.

WHEN YOU RETURN

  1. Email the SEO Office your ground transportation receipts, or indicate that you did not incur any ground transportation expenses.

  2. Uber/Lyft receipts should include a map of your trip. If you tip your driver, make sure to submit the receipt that has the tip included.

  3. Reimbursement checks can take 1 - 2 months to be issued, if you have not received your check after 30 days, email us so we can check on the progress of your claim.

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

Poster making & Presentation tips: HERE

POSTER PRINTING

Sample Conferences for SEO Scholars

Other Sources of Funding for Travel