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University of Wisconsin–Madison

Conference Travel

The Office of the Vice Chancellor for Research and Graduate Education (OVCRGE) offers support for conference travel to tenured or tenure-track UW–Madison faculty and academic staff with permanent PI status. OVCRGE conference travel funding is not intended to cover 100% of the expenses, but rather to defray part of the cost of attending. Eligibility is calculated separately for each type of conference. You may apply at any time during the year, but the request must be made prior to conference travel. If funding is approved, an award letter detailing the account coding will be sent to the recipient and department administrator.

As with all other 135 funds, expenses for conference travel should be processed through your department and college/ school. Reimbursement can be made only for expenses related to the approved conference and must follow university travel policy.

Please note that the review process for all conference travel requests will be normally completed within 10 to 14 business days. For questions regarding conference travel, contact Vielska Brautigam at vielska.brautigam@wisc.edu.

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Domestic Travel

With the lifting of the ban on university-sponsored domestic travel (Alaska, Hawaii, and the contiguous United States), OVCRGE is resuming its domestic conference travel program. In light of ongoing pandemic-related circumstances, eligible individuals may request support for attending either a virtual or an in-person conference in FY22.

Normal eligibility rules for domestic conference travel (one domestic conference in the most current two fiscal years) are in effect. Virtual conference support received in FY 21 or FY22 will not count towards eligibility.

OVCRGE conference travel funding is not intended to cover 100% of the expenses, but rather to defray part of the cost of attending. Eligibility is limited for domestic conference travel support to one meeting in the most current two fiscal years. The amount awarded is $1,000. If you receive domestic conference travel support in FY22, you may not apply for virtual conference support in FY22.

The following criteria must be met in order to be considered for domestic conference travel support:

  • Travel must be within the 50 states, U.S. Territories and Commonwealths, Canada, or Mexico.
  • The conference must make a strong, positive contribution to your research.
  • Allowable expenses include registration, transportation, allowable lodging, and meal costs not provided by other sources of support.
  • All domestic travel should follow current campus health protocols as well as CDC Domestic Travel Guidance. It is recommended that individuals delay university-sponsored domestic travel until fully vaccinated.

 

Virtual Conference

Eligibility is limited for virtual conference support to one meeting in FY22. The maximum amount awarded is $500. If you receive virtual conference support in FY22, you may not apply for domestic conference travel support in FY22.

The following criteria must be met in order to be considered for virtual conference support:

  • Conference presentation (talk, poster session, session leader, or discussant). Allowable expenses are limited to registration fees only.
  • Request must include proof of conference participation and receipt for payment of registration fees.

 

International Travel

With the lifting of the ban on university-sponsored international travel, OVCRGE is resuming its international conference travel program.

Eligibility is limited for international travel support to one meeting in the most current three-year fiscal period. Support of international travel is not automatic; each request is reviewed by the Associate Vice Chancellor for Research of your respective division. The amount awarded is $2,000.

The following criteria must be met in order to be considered for international conference travel support:

  • Significant participation (ordinarily, an invited presentation) in a major international meeting.
  • Poster presentations and teaching a class or seminar do not qualify.
  • Conference attendees should reflect diverse countries and backgrounds; no one nationality should predominate.
  • Allowable expenses include registration, transportation, allowable lodging, and meal costs not provided by other sources of support.
  • All international travel should follow current campus health protocols as well as  CDC International Travel Guidance. If not otherwise required, it is recommended that individuals delay university-sponsored international travel until fully vaccinated.

 

The university highly recommends employees traveling internationally on university business enroll in the UW System international health, medical, and evacuation insurance through Cultural Insurance Services International (CISI). Starting Jan. 1, 2022, CISI will be required for all employees traveling abroad for university purposes. For more information on this requirement, see the CISI Insurance enrollment and reimbursement memo, issued Nov. 1, 2021.