Travel Award

APPLICATIONS MAY BE SUBMITTED ANYTIME BUT MUST BE RECEIVED PRIOR TO THE CONFERENCE REGISTRATION DATE BY AT LEAST 1 MONTH

The department will notify awarded students only. If you have not received an award notification then you have not been awarded.

 

AWARDS

 

  • Students may request awards up to $500.
  • Awards are distributed as reimbursements. The department will ONLY reimburse:
    • Economy class flights
    • Hotel
    • Conference registration expenses
  • Reimbursement shall only be made upon submission of original receipts and Takeaway Report requirement is received by department.
  • Reimbursement is subject to University Policy

Award Notification: A notification email will be sent only to those individuals who have been awarded. If you have not received notification within 3 weeks of your application, then you have not been awarded.

Please note: If you have not received notification within 3 weeks of your application, then you have not been awarded.

 

ELIGIBILITY

 

Note: Preference will be given to presentation of research in well-established conferences, symposia, or festivals with substantial attendance (e.g. those sponsored by professional societies/associations).  

  • Must be a current undergraduate Bioengineering student in good standing
  • Applicant must be presenting a talk or poster on their research OR an officer of a department sponsored organization (BMES, ISPE, EWH, GMBE)  attending the organization’s national conference
    • We will consider other travel requests but they will require special exception.

 

GUIDELINES

 

  • Applications must be received at least ONE MONTH prior to the conference registration date.
  • A student may ONLY be awarded up to $500 per fiscal year (July 1-June 30).
  • Only one award per student per academic year.
  • Cost of side trips unrelated to the conference will not be reimbursed.
  • Canceled trips must be reported promptly to allow for redistribution of funds.
  • If partial support is available from other sources, this information must be provided upon submission of the application.

Important: If awarded, student will be reimbursed after their Takeaway Report is submitted and after be-reimburse@ucsd.edu has received requested supporting documents (see Reimbursement below).

 

HOW TO APPLY

 

This is an application to be considered for travel funding support, not a guarantee of  department support.

Before submitting an application, we ask that applicant first reach out to their PI for travel expense support and be prepared to provide a copy of this correspondence if requested by department.

  • Applications will be reviewed by a faculty member
  • Only awarded students will be notified.
  • Complete the online application form HERE.

Please note: If you have not received notification within 3 weeks of your application, then you have not been awarded.

 

REIMBURSEMENT (IF AWARDED)

 

Important: If awarded, student will be reimbursed after their Takeaway Report is submitted and after be-reimburse@ucsd.edu has received requested supporting documents.

If awarded AND ONLY AFTER receiving the department email notification of award, student will submit supporting documents in ONE email to be-reimburse@ucsd.edu with subject title “BE Undergrad Travel Award_LAST NAME_First Name”.

Supporting documents required:

  • Airfare quote or receipt (USD)
  • Coach airfare is the ONLY acceptable type of airfare
  • Hotel quote or receipt (USD) Conference registration fee receipt
  • Copy of completed conference registration form showing all fees
  • Program listing your name and title of paper, or the organizer’s letter accepting your paper on the program
  • Completed and Signed Student Certification for Business-Related Travel