Attend Conferences

Travel to share your science

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.
• Email SEO. 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.

Step 1: Before traveling

1. For current SEO scholars only, contact SEO office 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?

SACNAS and ABRCMS have tips for estimating travel costs for a conference. 

Step 2: Registration, airfare and hotel reservations

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 and 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, but not both.

Step 3: Submitting for reimbursement

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.