Graduate Student Travel Fund
Graduate students are eligible for reimbursement from the Graduate Student Travel Fund once per degree program. The Travel Fund provides travel support to a maximum of $500 per graduate student.
To be eligible for the Travel Fund:
- Students must be registered in a graduate program administered by the Faculty of Graduate and Postdoctoral Studies. This excludes a small number of programs, such as MBA, MM, MEng, etc. To check if your program is administered by the Faculty of Graduate and Postdoctoral Studies, please refer to the list of graduate programs offered at UBC.
- Students must be selected through a competitive, open, and publicly advertised process to:
- present a paper or poster at an academic conference, such as annual disciplinary meetings or more focused workshops or symposia, or
- participate in, perform or exhibit an artistic work.
- The conference or competition must take place while the student is enrolled full-time in a graduate degree program. Students on official on-leave status are not enrolled full-time. Full-time enrollment ceases at the end of the month when all degree requirements are completed, not at the time of convocation
- Multiple students cannot receive the full travel award for the same paper / poster / performance. In cases where there are multiple presenters of a co-authored paper or poster, (i) a single student (normally, the student who made the greatest contribution to the paper or poster) may apply for and receive the full travel award or (ii) the travel award may be split among multiple presenters (this should be indicated in the travel award application).
- Students must not have previously received the travel award during the same degree program
- travel (at economy airfare prices)
- conference registration
Application for Reimbursement
Students must submit the following to the Faculty of Graduate and Postdoctoral Studies:
- Completed Graduate Student Travel Fund Application. Application must be signed by student and faculty supervisor.
- Proof of conference presentation or program agenda.
- Complete conference program agenda, if claiming meals. Actual meal receipts or per diem can only be claimed for meals not provided or included in conference registration.
Note: The complete application can be submitted by email to email@example.com if all parts of the application are electronic. If any part of the application is paper (paper meal receipts, paper boarding passes, paper conference programme), a paper application must be submitted to the Faculty of Graduate Studies office.
Reimbursement to Student
In addition to application materials listed under “Application for Reimbursement” students must submit original, itemized, and dated receipts for all expenses claimed. Credit card receipts that are not itemized are not acceptable for reimbursement. For air travel, original ticket with passenger itinerary/receipt is required. A passenger itinerary/receipt is required for e-tickets.
Funds will be assigned to the student as an award via the Student Service Centre. Students who have signed up for direct deposit will receive the funds directly in their personal bank account. Otherwise, a cheque will be issued that the student will pick up from Brock Hall.
Reimbursement to UBC Faculty Supervisor
In addition to application materials listed under “Application for Reimbursement” student must submit both:
- copies of receipts which were submitted to faculty supervisor or department for reimbursement
- a copy of travel/payment requisition originally submitted by department to Financial Services
Funds will be transferred directly from the Graduate Student Travel Fund into the faculty supervisor's research account.
Profiles of Award Holders
Applications for reimbursement will be accepted only after travel is completed. Otherwise, there is no deadline for submission - students may submit Graduate Student Travel Fund applications at any time.
Complete Graduate Student Travel Fund applications are processed approximately every two weeks by Awards staff. Processing of complete applications from August to November may take a bit longer, as this is the peak period for Graduate Awards staff.