Research/Creative Work Presentation in International Conferences Grant (Travel Grant)

The Research/Creative Work Presentation in International Conferences Grant (Travel Grant) is a financial assistance program of the University of the Philippines (UP) designed to support qualified UP faculty members, REPS, administrative staff, and graduate students who have been invited to present their research or creative works in international conferences or colloquia.

The Program aims to facilitate the active participation of UP constituents in global academic discourse, strengthen research dissemination, foster international collaboration, and enhance the University’s global visibility.

Program Objectives

1. Support research and creative dissemination by enabling UP faculty, REPS, staff, and graduate students to present their research or creative works in international conferences and colloquia.
2. Promote UP’s global visibility by ensuring representation of UP scholars and professionals in international academic and professional communities.
3. Foster international collaboration by encouraging linkages and knowledge exchange with partner institutions and networks abroad.
4. Ensure equitable access by providing financial assistance across constituent universities, prioritizing first-time grantees, and maintaining fair representation by discipline and region.

Eligibility Criteria

To qualify for the Travel Grant, the applicant must be a current member of the University of the Philippines under any of the following categories:

1. Enrolled graduate or doctoral student;
2. Regular faculty member;
3. Research, Extension, and Professional Staff (REPS); or
4. Permanent administrative staff.

Additional Eligibility Requirements

• The applicant must have been formally invited to present a research or creative work at an international conference or colloquium, or event organized by a recognized professional society. For this purpose, a recognized professional society is defined as “an association or other organization of persons engaged in the same profession, occupation, or a specialty within a profession or occupation, a primary purpose of which is to maintain the professional standards of the persons engaged in its profession, occupation, or specialty practice.”
• For research or academic presentations, the applicant must be at least a co-author of the accepted paper
  • In cases where an accepted paper has multiple UP co-authors and to ensure that no duplication of funding occurs, only one UP co-author may receive Travel Grant funding for the same paper. The funded co-author must be formally designated by the other co-authors through a written and signed declaration, which must be duly endorsed by the UP-Constituent University (CU) Chancellor or their authorized representative.Corollary, the designated co-author must be the individual listed as the presenting author in the official conference program or acceptance notice.
  • Only one Travel Grant shall be awarded per accepted paper per conference. Accordingly, any subsequent application for the same paper and conference shall be disqualified once a co-author has been granted funding. Applications for other distinct papers with independent acceptance shall remain eligible.

Repeat Applications

Previous grantees may apply once per fiscal year, provided that the prior grant has been fully liquidated.

Participating in the same recurring or annual conference may be allowed, provided that, the applicant must be presenting a new study and subject to the endorsement of the UP CU Chancellor or equivalent officer for UPSA approval

Applicants with External Funding

Applicants with external funding may still apply for the Travel Grant, provided there is no duplication of covered expenses.

The Line-Item Budget must clearly specify the costs that will be exclusively funded by the Travel Grant.

If a grantee subsequently receives full sponsorship or financial assistance covering the same entitlements from another source (e.g., host university or organizer), the grantee must refund the equivalent amount received from UP for those entitlements.

Coverage of the Grant

The Travel Grant shall cover allowable and necessary expenses directly related to the applicant’s participation as a presenter in an international conference, colloquium, or professional society event. All disbursements shall be subject to the provisions of Executive Order No. 77 (s. 2019), applicable COA rules and regulations, and existing UP financial policies.

• For In-Person Presentation. The Travel Grant provides financial assistance for actual, allowable, and properly documented costs, based on the approved line-item budget and subject to COA rules and Executive Order No. 77, s. 2019.
• Roundtrip Economy Airfare. The grant shall cover the cost of a roundtrip basic economy-class airline ticket. The applicant shall submit three (3) airfare quotations obtained from different airlines or travel service providers at the time of grant processing. The amount reimbursable shall not exceed the lowest valid quotation submitted nor the applicable geographical cap indicated below, whichever is lower. To ensure equity and cost reasonableness, the following airfare ceilings shall apply:

Ancillary charges (e.g., additional check-in baggage allowance, seat selection, rebooking fees, priority boarding, and other add-ons) shall not be covered, except when such charges are duly justified as indispensable to the travel and expressly approved in writing by OIL prior to purchase.