FAQ

• Can I apply for a Travel Grant as a co-author of a paper? The principal author will also apply for a travel grant.
  • Yes, you may, provided that you have been recognized as a presenter by the organizers and co-presenter by the principal author.
• Can I apply for a Travel Grant as a participant of a conference? I will not present anything but will only attend.
  • No, the Travel Grant is only for those who will actively participate and present their works at an international conference.
• Can I apply for a Travel Grant for a workshop or a training program abroad?
  • Depending on the arrangement of the workshop or program you will be attending, your application may be considered. There is a higher chance to be considered if you have an active role in the event (e.g. facilitator, moderator, judge, and presenter).
  • If you were accepted into a formal training program, you may explore other grants offered by the OVPAA.
• Can I apply for a Travel Grant even if the venue is in the Philippines? The organizers are from international organizations/universities.
  • No, the Travel Grant is designed to provide financial assistance to UP representatives presenting abroad. Its guidelines are tied to the E.O. 77 s.2019’s section for international trips. You may explore other grants from other Offices.
• Can I apply for a Travel grant for two closely held conferences? I will only have one international trip but I need to attend two conferences in two venues in that country.
  • The Travel Grant can only cover one conference per application. Any expenses related to the other conference will not be covered. Regarding the airfare, a justification/appeal letter subject to the OIL Director’s approval will be required. Depending on the decision, the grantee’s airfare may be deducted accordingly.
• Can I still apply for a Travel Grant even if I have a pending liquidation?
  • No. 
• Will my chance for a Travel Grant depend on my designation? Will I have a higher chance if I use my faculty designation compared to my student designation?
  • No, differences in designations are the least of the considerations. So long as you qualify for the grant, follow the process properly, and provide the needed documents you will be given a Travel Grant. 
• I am coming from another region and need to process my visa in Manila before my actual departure. Will the Travel Grant cover my local flight and accommodations for this trip?
  • No, the Travel Grant will only cover the airfare and DSA during the conference period. All expenses incurred before the actual departure will fall under the pre-travel expenses which is a set amount of 3,500 pesos.
• I have received a grant from my CU, does this mean I am no longer eligible for the Travel Grant?
  • Depending on which item was covered by the CU, you are still eligible for the Travel Grant. You will only be disqualified if you have a co-existing grant with any of the programs under OVPAA or UP System Offices.
• I will not be able to attend my conference due to unforeseen circumstances, am I still eligible for another application? Will the Travel Grant cover my pre-travel expenses?
  • So long as you have returned the grant for your canceled conference, we can consider your application for the next conference.
  • If you were not able to present at the conference (even virtually), we cannot cover your expenses and you need to return the whole amount of your grant.
• Why is the release of my grant taking so long?
  • The average processing time upon endorsement to the System Accounting Office is at least 15 working days depending on the volume of applications and completeness of application documents. This is why our cycles are designed to allow the grantees at least 3-4 months of preparation.
  • If you are a grantee under the reimbursement track, please be guided that the priorities are the applicants for the current cycle. It also depends on the number of reimbursement applications before yours.
  • If you are a grantee within the cycle:
    • Your application documents may be under review or have been flagged by the respective Offices at the System level and they need some clarification on certain items.
    • Due to the volume of applications, there are other pending applications before yours.
  • Rest assured that the TG Team actively monitors the progress of each application and will update the grantee if there are any concerns on their application documents.
• I have lost some of the documents for the liquidation report, what do I do?
  • For lost boarding passes, you may ask your airline to issue a travel certificate.
  • For receipts, you may present other proof of payment (SOA or email confirmation of transaction). If paid in cash and with no other proof of payment, then you will need to return the amount granted to you.
• I wish to apply for the out-of-cycle application but I no longer have the airfare quotations for my trip, what can I do?
  • Flight details/ airfares are indeed time sensitive and past flights are hard to find. Regrettably, if you cannot produce three quotations, we cannot include your airfare in the approved Line-Item budget (LIB).
  • This applies to other documents, if you cannot produce the required documents, the items will not be included in the (LIB) of your grant.

GRANT CONDITIONS

• The grantee is responsible for processing necessary travel documents such as travel authority, visa, foreign exchange permit, and others. They are also responsible for their travel arrangements.
• The grantee should keep all actual printed copies of their boarding passes and official receipts.
• The financial assistance shall be provided and released directly to the grantee through checks. However, if the grantee cannot personally receive the financial assistance, a representative may receive the check. They will only need a duly signed authorization letter with a photocopy of the representative’s valid government-issued ID. 

UP shall be free of any liabilities or damages in connection with the release of the financial assistance to the grantee or grantee’s representative.

• The grantee must sign the compliance to liquidate clause included in the application form of the Travel Grant Program based on COA regulations. (COA Circular No. 2012-001, Prescribing the Revised Guidelines and Documentary Requirements for Common Government Transactions)
• The grantee must attend the post-travel grant liquidation session.
• Unexpended funds must be returned to the UP-System Cash Office located in the basement of Quezon Hall. Information on how to return the unexpended funds will be provided after the review of the liquidation report.
• Grantees who fail to submit required liquidation documents will be tagged by the UP CU Office of the University Registrar (OUR), and the Office of International Linkages (OIL) as grantees with accountabilities. Grantees with accountabilities cannot re-apply for the grant, and students with accountabilities will not be cleared by the OUR.

DISQUALIFICATION OF GRANT

• Non-compliance and disruptive actions
  • Applicant/s who neglect or refuse to send the needed requirements for at least ten working days due to unjust reasons will not be entertained. 
• Misconduct
  • Applicant/s who have shown negative and unreasonable behaviors and actions during the period of their engagement with UP OIL will be disqualified from the grant.
  • Applicant/s who have pending administrative cases will be disqualified from the grant.
• Failure to declare external funding
  • Applicant/s who fail to report any external funding and have been tagged by the System Accounting Office shall be disqualified from the grant.