Traveling to conferences is an important part of your professional and academic development — and can be a fun experience! To encourage student participation in conferences, we have established a fund to help with professional travel. The funds are available to all PhD graduate students in good standing within the Biosciences or Bioengineering.

The OGE Travel Grant Reimbursement Program is used to help graduate students* defray registration, travel, food, and/or lodging costs associated with conferences. The award is given as a reimbursement after conference travel occurs, and requires the submission of adequate documentation.

*Please note: this award reimburses expenses incurred directly by students, and does not reimburse any expenses paid via a student’s department/program, PI, or lab. Requests for exceptions to this policy cannot be granted.

Students have used OGE Travel Grant money to attend hundreds of different conferences, both international and domestic. For example, the grant has subsidized student attendance at the following:

• American Society of Human Genetics
• Environmental Data Science Summit
• International Conference for Conservation Biology
• …and many more!

Application and Review Schedules

*Specific travel dates listed are guidelines, applications will be accepted for travel that occurs near the start/end date listed, or overlaps two application cycles. Please note that the University does require reimbursements occur within 90 days of travel. Application dates are subject to change. 

 Because funds are extremely limited: we hope that students from labs with sufficient travel support will not apply; allowing us to support those whose travel hinges on receiving additional support.

CLICK HERE TO APPLY NOW

(the above link will be live only during the application open/close dates)

Applicant Eligibility

• PhD student in the Biosciences or Bioengineering, student must be actively enrolled in the quarter they are seeking reimbursement (ie. not on leave)
• Must be attending a meeting or conference organized by professional societies, universities, institutes, or other academic organizations.
• You must provide documented evidence that you will be presenting a research paper or poster during the conference. Students attending conferences but not presenting posters or talks are not eligible for reimbursement via this award.
• Expenses submitted for reimbursement must follow current University policy and guidelines. Policy may change without prior notice, please review the Administrative Guide 5.4.2 and the Stanford Travel Program for the most current information.

Award details

• The OGE Travel Grant will award up to $1,000 in reimbursements per student, per academic year.
  • Please note: this award reimburses expenses incurred directly by students, and does not reimburse any expenses paid via a student’s department/program, PI, or lab. Requests for exception to this policy cannot be granted.
• Travel Grant applications will be reviewed for eligibility, completeness, and processed through the SOM Office of Graduate Education. Upon receipt of the award, students will then submit requested materials for a final reimbursement review via the finance team. Without proper supplemental materials (proof of travel, conference program, etc.) your reimbursement amount may differ from the amount awarded via the Travel Grant.
• Due to COVID-19, University policy surrounding Stanford-sponsored travel can change at any time. Please review the Stanford-sponsored travel policy and requirements regarding COVID-19 and other considerations as well as the OGE policies prior to applying. 

Travel Expense Guidelines

In order to be eligible for reimbursement via this award, the following University policies must be followed, exceptions not listed below will not be granted.

Reservations, Flight, and Food Policies

• • The Stanford Travel Program is the recommended booking method when faculty, staff, postdoctoral scholars and students are booking airfare, hotels or rental cars for university-sponsored travel. Booking through Stanford Travel transmits reservations automatically to the university’s Travel Registry (which supports travelers in event of emergency), reduces administrative burden, and provides access to Stanford-negotiated rates. Additional information can be found on the Guidance for Booking Travel page.
    • Booking outside of Stanford Travel: https://fingate.stanford.edu/business-travel-expenses/policy/lodging#anchor-11261
    • Please follow pricing guides: https://fingate.stanford.edu/business-travel-expenses/policy/lodging
    • When booking lodging via Stanford Travel, please visit this resource to determine the maximum nightly allowance:  https://docs.google.com/document/d/1ifvNIuwgZdmcH33RBC8rHfWXuW63_X0EcTkBSueQv2I/edit#heading=h.l8qjzq82ocgg. Please adhere to the travel policy, if your costs exceed this guideline, you will be asked to provide a rational and reasonable explanation in order to be eligible for reimbursement.
  • Flights: it is recommended that flights are booked through the Stanford Travel Program. Booking through Stanford Travel provides the university with location access to assist travelers should the need arise. Travel with an exemption to the booking requirement must use the convenient itinerary-forwarding service to accomplish the same objective. For international and domestic flights, ONLY Economy class is eligible for reimbursement.
  • Lodging: It is recommended to book lodging utilizing the Stanford Travel services. If you choose to book your lodging outside of the Stanford Travel program you must submit your itinerary via the itinerary-forwarding service.
    • If your conference provides lodging, and you wish to take advantage of that opportunity, you are welcome to do so. If you choose to book lodging via your conference, you must register your travel via the itinerary-forwarding service, as that booking is outside of the Stanford Travel Program.
  • Travel Meals will be reimbursed on a Per Diem (no receipts required) basis up-to, but not exceeding, the $1,000 award. All meals provided by a conference must be deducted from the per diem claim. Please review Per Diem Rates. Utilizing the per diem saves the traveler and administrative staff the hassle of needing to collect, save, and process receipts for all meals during the travel period. 
  • For International Travel, please check current university-sponsored travel guidelines to determine if pre-approval is required. Pre-approval will need to be submitted during the reimbursement phase.

Failure to follow these guidelines and utilize Stanford Travel and/or the itinerary-forwarding service may result in a dismissal of your Travel Grant Application, or a reduced award.

Reimbursements are made via Direct Deposit; please allow 3 – 4 weeks for processing after confirmation that all of your receipts have been received and submitted.

Award Policies & Supplemental Materials

Please review the following policies and instructions prior to applying for the travel grant.

In order to receive a reimbursement via the Travel Grant award you must follow these instructions, and submit all requested materials. Failure to submit the proper materials may result in a reduced reimbursement. Please read the following policies to ensure that you are keeping all appropriate documents and materials during your travel.

The following instructions are for those applicants awarded the Travel Grant:

1. To ensure travel reimbursement for domestic and international trips, Stanford travelers must upload proof of COVID vaccination prior to departure, through health check.
2. Title of your presentation/paper/research/poster (write out all acronyms)
3. Conference registration receipt indicating the paid amount
4. A copy of your meeting/conference program or schedule (no website link, we need the actual .pdf)
5. A completed student certification form, signed by your PI (you do not need to list the transaction number; make sure you put the correct dates (airfare dates or actual dates of departure and return) on the form)
6. Copy of your flight and boarding passes (include a screenshot if you use a mobile ticket)
7. Itemized receipts (excluding food), indicating amount of payment, for any expenses you wish to claim (e.g., flight, lodging, conference registration, ground transportation)
8. Copy of award letter email (attach the email with your reimbursement)

For international travel only:

• Please check current university-sponsored travel guidelines to determine if pre-approval is required for international travel; if this is required; please include this proof of pre-approved travel with the above.
• If you paid in currency other than US$ currency please use Oneida to complete your conversion rate:  https://www1.oanda.com/currency/converter/

Reimbursements via this award cannot be processed:

• Without documentation confirming you presented at your conference/meeting.
• For any expenses incurred by a department or lab; only those expenses for which the awardee has paid for and for which the awardee can produce receipts will be reimbursed via this award.
• Until after all travel has been completed or after the conference or meeting occurs.
• Until all relevant receipts and information have been received.

Document submission: Awardees must submit ALL OF THE REQUESTED MATERIALS within two weeks after receipt of their award letter OR after the conference or meeting occurs and travel has been completed.

 We also ask that recipients of this award participate in the fall SBSA poster session following their travel to share their exciting work with fellow students. 

CLICK HERE TO APPLY NOW