Conference Travel Funding

Qualifications

• Applicants must be invited to a conference as a presenter.
• Applicant must not be a Dean’s Research Scholar (Other funding available. Contact Fiaba Zakarian at zakarian@med.usc.edu or 323-442-0842).
• Applicant must not be an MD-PhD student (Other funding is available. Contact Roland Rapanot at mdphdpgm@med.usc.edu for information).
• Applicant must be in good academic standing.

Reimbursement Amount

• Poster Presentation: Eligible for up to $500 in reimbursement.
• Podium Presentation: Eligible for up to $1000 in reimbursement.
• Annual Limit: Students can receive a maximum of $1000 in reimbursements per fiscal year. The fiscal year resets in July every year.

Application Period

• Please complete your application at least 4 weeks prior to travel and allow 4-6 weeks after your conference to receive your reimbursement

Before Conference

1. Application submission: Submit a Travel Fellowship Application at the following link at least 2 weeks before travel (the two-week rule is waived for conferences that occur while the application in closed between May 1^st – August 1^{st (}Please see figure 1. at the bottom of the document to see a sample application).
2. Mentor approval: Once your application is submitted, an email will be sent to the mentor you listed to approve the information on your application.
3. Save all receipts: Save all receipts you wish to be reimbursed for (see receipt specifications below).
4. Award notification: You will receive an award decision within 2-3 weeks of submitting your application.

No further action is required until after your conference

After Conference

1. Submit receipts: In your award email, you will find a link to submit conference receipts.
2. Reimbursement notification: Within 4-6 weeks of submitting your receipts, you will receive a notification that your reimbursement has been processed, along with an award letter for you to sign.
3. Sign award letter: Sign and submit your award letter to the link in your reimbursement notification email
4. Receive reimbursement: You will receive your reimbursement by check in the mail within 2-3 weeks of submitting your signed award letter (unfortunately, we don’t offer direct deposit at this time).

Each submitted receipt must include the following information to be eligible for reimbursement:

Airfare

• Your name
• Name of vendor
• Date of transaction
• Proof of payment method (e.g., credit card, Visa, etc.)
• If no proof of payment is on the receipt, submit a bank statement showing the charge
• Origin and destination of travel

Lodging

• Your name
• Name of vendor
• Date of transaction
• Proof of payment method (e.g., credit card, Visa, etc.)
• If no proof of payment is on the receipt, submit a bank statement showing the charge
• Rate per night and breakdown of taxes and fees charged
• If you stayed at a hotel, submit the hotel folio

Registration

• Your name (exception if physical receipt is issued without name)
• Name of vendor
• Date of transaction
• Proof of payment method (e.g., credit card, Visa, etc.)
• If no proof of payment is on the receipt, submit a bank statement showing the charge

Printing

• Your name (exception if physical receipt is issued without name)
• Name of vendor
• Date of transaction
• Proof of payment method (e.g., credit card, Visa, etc.)
• If no proof of payment is on the receipt, submit a bank statement showing the charge

Parking

• Your name (exception if physical receipt is issued without name)
• Name of vendor
• Date of transaction
• Proof of payment method (e.g., credit card, Visa, etc.)
• If no proof of payment is on the receipt, submit a bank statement showing the charge

Transportation

• Your name
• Name of vendor
• Date of transaction
• Proof of payment method (e.g., credit card, Visa, etc.)
• If no proof of payment is on the receipt, submit a bank statement showing the charge
• Origin and destination of travel

Mileage

• Provide an Apple Maps, Google Maps, or MapQuest directions page from your origin to your destination with the number of miles traveled

How much am I eligible for?

• $500 for poster presentations.
• $1000 for podium/oral presentations

You are eligible for $1,000 in total reimbursements in a fiscal year (July -June).

Can I use the money for more than one conference?

Yes, you can spread out your funds over as many conferences as you want as long as our budget allows.

I am going to a conference for professional development but not presenting; can I still be reimbursed?

No, Travel Fellowship funds are specifically for students presenting research.

I didn’t use all my award last year, can I use it this year?

No, Travel Fellowship funds do not roll over.

What can I submit for reimbursement?

     Reimbursable:

• Airfare
• Lodging
• Conference registration fees
• Poster printing
• Car mileage
• Transportation (Lyft, taxi, train, etc.)
• Parking
• Other fees and expenses upon review

     Not Reimbursable:

• Food
• Gas (mileage is reimbursed instead)
• Entertainment
• Car Rental

What if my lab mate/parent/friend paid for the expense and I reimbursed them via Venmo; can I still be reimbursed?

All receipts must be in your name. The financial office will not accept a receipt if your first and last name do not match the name on the application. If you shared expenses with another Keck student and their name is on the receipt, kindly ask them to submit a reimbursement request and settle any shared costs privately.

• If the student is currently a DRS student, please have them reach out to Fiaba Zakarian (fiaba.zakarian@med.usc.edu)
• If the student is currently a dual degree program student, please have them reach out to Roland Rapanot (Rapanot@med.usc.edu) for reimbursement instructions.

I paid for my expense using credit card points; can I still get it reimbursed?

No, we can only reimburse expenses paid out of pocket.

Can I just submit my bank statement instead of a receipt?

No, bank statements can confirm the method of payment, but an official receipt is required.

I lost my receipt; can I still be reimbursed?

In most cases (except lodging expenses), yes. Please contact Fiaba Zakarian (fiaba.zakarian@med.usc.edu) to request a missing receipt declaration form.