Application Process and Requirements

Financial Assistance for upcoming conferences (within the application cycle)

The Travel Grant program has four cycles each year allowing at least three months of preparation for the grantees to complete their application before their conference date. 

Eligible applicants who can process their application on time will receive their grant before their conference date. Grantees must have their liquidation session after returning from their conference abroad.

Schedule of the International ConferenceApplication PeriodApplication period for out-of-cycle applications
January to MarchAugust to October of the previous year
Deadline: Last working day of October		March
Deadline: April 10, 2024
April to JuneNovember to January
Deadline: Last working day of January		June
Deadline: Last working day of June
July to SeptemberFebruary to April
Deadline: Last working day of April		September
Deadline: Last working day of September
October to DecemberMay to July
Deadline: Last working day of July		December
Deadline: Last working day of December

Applicants whose conference date is less than two (2) months from their submission of application may need to shoulder the expenses for their travel. Their grants may be coursed as reimbursement depending on the status of their application.

Reimbursement for out-of-cycle applications

The Travel Grant program offers reimbursement for applicants who were not able to apply within their application cycle.

The application period for the reimbursement track will open quarterly.

The number of applicants for reimbursement will be limited as it will depend on the number of grantees within the cycle, the approval of the Director, and the availability of funds. The grantees are expected to complete the application process and their liquidation report before receiving their grant.

Other considerations for out-of-cycle applications

  • Date of the conference
    • 2 months from application
      • If the applicant has missed the deadline of the previous application cycle, their conference should have been held, at most, two months from the initial exchange between the applicant and the TG team. Applicants are expected to produce the same requirements for within-the-cycle applicants.
    • 30 days before application
      • If the applicant has recently presented their work, their conference should have been held within the last 30 days before the applicant’s exchange with the Travel Grant team. Applicants are expected to produce the same requirements for within-the-cycle applicants.
Conference lapsed 1 monthIdeal Application Submission of Grantee2 months until the conferenceMore than 2 months until the conference (wait for next cycle)
Out-Of-Cycle Timeline
  • Economic factors
    • Inflation
      • If the country of destination is experiencing inflation which results in high prices of commodities.
    • Cost of entitlements
      • If the costs of the entitlements such as airfare and visa fees are far beyond the financial capacity of the applicant.
  • Social factors
    • Strategic advantage of attending the conference
      • If the nature of the conference contributes to the University’s effort to strengthen academic engagement and build potential networks.
      • If the conference and the role of the applicant provide significant contributions to their respective field of study.
    • Meritorious role in the conference
      • If the applicant is invited as a lecturer, delegate, facilitator, panel judge, moderator, competitor, or other equivalent roles in a conference.

APPLICATION PROCESS AND REQUIREMENTS

Applicants will temporarily submit their applications through the Travel Grant Application Form.  Once you have finished answering the form, a PDF version of your application will be available for download. Applicants will need to secure the endorsement from the Constituent University to the System level Offices.

Starting from the home campus, the applicant needs to secure the certification and endorsement of their adviser/Department Chair, Supervisor/Dean, and Director/AVP/Chancellor. Applicants under UP units with their own Office of International Linkages should coordinate with their unit’s OIL for the endorsement of their application to the UP System.

Once endorsed to the UP OIL-System, the Travel Grant Program Manager (TG PM) will evaluate and endorse the application to the respective Offices for their approval. The TG PM will prepare an Approval letter to be sent to the grantees who have completed their applications. Their documents will then be forwarded to the System Accounting Office for the processing of their check.

The TG PM will notify the grantee if their check is available to claim at the System Cash Office. Further details and reminders on the liquidation process will also be shared with the grantee.

Requirements:

*Incomplete applications will be returned.

  • Application form
  • Attachment 1: Abstract of the paper
  • Attachment 2: Official invitation or acceptance letter from the conference, which indicates the title of the invited lecture or accepted paper
  • Attachment 3: Information about the conference
    • Attachment 3a: Conference Announcement
    • Attachment 3b: Conference Organizers
    • Attachment 3c: Program of activities from the organizers (Summarized with your presentation highlighted)
  • Attachment 4: Details of financial assistance
    • Attachment 4a: Line Item Budget Proposal
    • Attachment 4b: UNDP rate
    • Attachment 4c: BSP rate
    • Attachment 4d: Three (3) airfare quotations (basic airfare without any add-ons) per local (if coming from other regions) and international flights.
    • Attachment 4e: Registration fee invoice
    • Attachment 4f: Registration fee inclusions (meals, transportation, and incidental/accommodation from the organizers)
    • Attachment 4g: Insurance fee/invoice
    • Attachment 4h: Visa fee invoice

Note: Transactions in foreign currency should be converted to Philippine pesos using the BSP rate for that respective date. For transactions paid through banks, provide a Statement of Account (SOA) with peso conversion.

LIQUIDATION PROCESS

Financial Assistance for Upcoming Conferences

The liquidation process for grantees under this category should be done one week after their return from the conference. The Travel Grant Program Associate (TG PA) will be the primary person to facilitate the liquidation session through a Google form and the endorsement of the liquidation report to the UPSAO.

A digital copy of the liquidation documents should be sent first for evaluation. The Travel Grant PA will advise if the grantee can send the physical copies of their liquidation documents for the signature of their Dean/Director and to the OIL office.

Schedule1st week upon return2nd week
Estimated processing time1-3 days1-2 working days1 working day1 day
Grantee returns from conference Liquidation report submission through Google formEvaluation of TG PABi-weekly liquidation session for special concerns (every Friday)Submission of the physical copy.

Financial Assistance for past conferences (reimbursement)

Generally, this has the same liquidation process as the “within the cycle applications”. The only difference is the order in which the liquidation documents should be cleared and submitted before the release of the approval letter and the issuance of the grant.

Liquidation Documents

  • All travel documents should bear the wet signature of the grantee.
  • All items in the checklist should be submitted by the grantee during the liquidation process.
    1. Liquidation Report Cover signed by the grantee
    2. Copy of signed Approval Letter
    3. Copy of Conference Acceptance
    4. Certificate of Travel Completed signed by the applicant and Dean/Director
    5. Copy of Travel Order/ Travel Authority (for REPS, faculty, and permanent UP employees)
    6. Copy of Certificate of Participation/Presentation
    7. Travel Grant Report Form signed by the grantee and their Dean/Director
    8. Itinerary of travel and Summary of Expenses signed by the grantee and their Dean/Director
    9. Receipts
      • Airfare: Official Receipt and Statement of Bank Account (SOA), itinerary receipt/e-ticket, and actual boarding passes (departure, arrival, and connecting flights).
      • Visa Fee: Official Receipt and Statement of Account (SOA).
      • Insurance Fee: Official Receipt and Statement of Account (SOA)
      • Registration Fee/Conference Membership: Official Receipt and Statement of Account (SOA).
        • Regarding receipts:
          • If the mode of payment is cash then the grantee should attach the original copy of their receipt.
          • If the mode of payment is a credit card or e-payment application/platform, the grantee should send a copy of their SOA from their bank/app. In case of online transactions under GCash and the like, they need to send a screenshot of the transaction history as well as the confirmation notification via SMS or email. The grantee should blur unnecessary details (other transactions, account numbers, balance details, and other sensitive information) from their SOA or transaction history. They only need to highlight the items corresponding to their line-item budget proposal.
          • There is no need to liquidate (no need for receipts) the pre-travel expenses and DSA. The DSA covers the accommodation, meals, and incidental/transportation. The Travel Grant team does not need any documents related to these three items.
          • There may be differences between the amount indicated in the receipt/invoice and SOA. This is normal as there are banks with microcharges. The grantee will need to follow the amount stated on their SOA when they fill in their liquidation documents.
          • Grantees must submit original copies and photocopies of their boarding passes. In case of a lost boarding pass, the grantee may request a travel certificate from their airline.

RETURN OF EXCESS FUNDS

It is the responsibility of the grantee to return any incurred excess funds during their conference participation. The Travel Grant team will not ask for sensitive details regarding the grantee’s bank details. The OIL staff are not obligated to process the return of excess funds for the grantees (e.g. process the bank payment).

Reminders:

  • The total amount of the excess funds is calculated per line item.
    • If the grantee incurred an excess fund in one item (e.g. cheaper airfare) but their expenses exceeded the allotted budget for another item (e.g. expensive visa fee) then the grantee may request a realignment of their budget.
  • Grantees who need to return excess funds will receive an email from the Travel Grant with the details of the process.
    • Grantees in UP Diliman will receive a return code which they need to present to the UP System Cash Office when they settle their payment.
      • In case of huge excess funds, the Travel Grant team will send the UP LBP account.
    • Grantees from other UP CUs will receive the UP LBP account where they can return the excess amount.