UROC recognizes the important role that presenting research projects at professional conferences plays in the development of undergraduate researchers. To expand access to these opportunities, UROC offers travel scholarships to UC Merced undergraduates. Because funding is limited, students should request only the amount needed for eligible expenses. Thoughtful requests allow UROC to support more students throughout the academic year. Awards may be less than the amount requested and remain subject to the availability of funds.
If you are a UROC Scholar (CAMP, JGI, SOAR, SURF, UC LEADS, UROC-H), after reading the information below and reviewing the travel request form, schedule a meeeting with your coordinator - (Diana Hernandez Garcia, Aliyah McGuire) to ask questions and confirm your acceptance to present your research.
Guide for Making Travel Arrangements
Please use the steps below to help plan conference travel. Please note that all expenses will be paid upfront by the traveler and reimbursed after the traveler submits itemized receipts to UROC staff after travel.
If you plan to attend a conference:
- Complete and submit a travel request form no later than 3 weeks prior to the conference.
- Complete any registration forms associated with the conference.
- Determine the exact dates and times that you wish to attend. Consider when you want to arrive at the location, which will influence when you want to leave Merced. For example, if a conference in Seattle begins at 1 p.m. on a Thursday, do you want to leave early Thursday morning (which may be inconvenient) or Wednesday night (which will involve another overnight stay and add to your expenses)?
- Make arrangements as soon as possible, preferably at least two months in advance. Flights will be less expensive, early registration and hotel reservations are priced lower, and so forth. This will benefit you because the less you spend per conference, the more conferences you can attend and the further your UROC travel stipend will go.
Important travel points to remember:
- All travel and travel expenses must be pre-approved by your program coordinator if you are a UROC scholar.
- Once registration, airfare, and hotel accommodations have been confirmed, you are responsible for any charges for changes or cancellations. Please keep this in mind and plan accordingly.
- If possible, try to take extra money and/or a cash card along for contingencies: getting snowed in at the airport and needing to buy food, missing the shuttle and having to catch a cab, for example.
- UROC can only reimburse you once you have submitted all your original and itemized receipts and documentation post-travel. It typically takes six to eight weeks to receive a reimbursement check from the university after you submit your receipts. The sooner you turn in your receipts the sooner you will be reimbursed.
- Do not pay for another traveler unless you do not expect to be reimbursed for that expense.
- Do not pay for alcohol on the same tab as your meal, as it cannot be reimbursed. Ask for a separate receipt.
Award Recipient Expectations
As a condition of accepting a UROC travel scholarship, recipients agree to:
- Complete the post-travel reimbursement form within two weeks after attending the conference.
- Present their research and share their conference experience at a UROC event during the academic year following the conference.
Post-Travel Reimbursements
Only students whose travel applications have been approved may submit the reimbursement form. Approved students must submit the form within two weeks after returning from the conference.
UROC Travel Reimbursement Form
NOTE: UROC travel funding will not pay for or reimburse:
- Alcoholic beverages
- Personal purchases (books, souvenirs, etc.)
- Cost of meals beyond $79 per day limits
- Tours, excursions and non-conference-related events and entertainment
- Car insurance or GPS add-ons if you rent a car
- Family or friends accompanying you (guests are not allowed on sponsored trips)
- Personal phone calls, movies or room service at your hotel room
