We are pleased to offer registration discounts and travel support to the following presenters attending the upcoming UKC 2025 conference in Atlanta, GA. To qualify, presenters and supported individuals must NOT have received financial support from any other organizations for their conference-related expenses. Please see details below. 

1. Travel support process policies

2. All first authors of oral/poster presentations receive up to $400 in travel support

3. Selected student, postdoc, and FIRE presenters receive additional lodging and meal support determined through an application review process.  

All presenters are eligible to receive registration discounts, as indicated in the chart above, up to $350 (Regular, Post-Doc, Graduate Students, and Regular in FIRE) or up to $250 (Undergraduate Students), including:

• Early online registration discounts $200 

• KSEA member discount $50

• KSEA member presenter discount $100 (except for Undergraduate Students) 

Note: A full refund is available only during the early registration period. No refunds or exchanges will be provided during regular or onsite registration. 

1. Travel Support Process & Policies

1. Reimbursement Form Distribution: The travel reimbursement form will be emailed to eligible individuals and/or made available on the UKC website after the conference.

2. Form Submission Deadline: Reimbursement requests must be submitted within 30 days after the email announcement providing instructions for travel reimbursement.

3. Eligibility: Only selected individuals will be eligible for travel support. 

   • KSEA membership should be legally acquired and current to receive any level of support. 

   • Reimbursement may be denied 1) if expected attendance, presentation, or service obligations are not fully fulfilled, 2) if you receive any travel support from any other sources, including your affiliated institution, or 3) if any incidents that do not comply with the KSEA policies are observed.

4. Documentation Required: Valid proof of travel (e.g., receipts, boarding passes, mileage records) is required and should be attached to the travel reimbursement form for all reimbursement claims.

5. Travel Support Maximum Amount Determination: Reimbursement maximum amounts are calculated based on the one-way distance on Google Map between the traveler's departure location and the conference site as outlined in Table 1: Travel Support.

6. International Travel: International travel can be reimbursed up to the maximum amount calculated based on as outlined in Table 1: Travel Support.

7. Reimbursable Travel Costs include all travel-related expenses except hotel lodging and meals. Covered travel costs may include airfare, baggage fees, tolls, parking, shuttle/subway fares, Uber/taxi, rental cars, or personal vehicle mileage. 

8. Personal Vehicle Use: Mileage reimbursement for travel using a personal vehicle is calculated based on the round-trip distance at a rate of $0.50 per mile, up to the maximum reimbursement amount indicated in Table 1: Travel Support. The maximum amount is determined based on the one-way distance between the traveler's departure location and the conference site. 

   • Example: For a one-way distance of 50 miles, the round-trip distance is 100 miles, and the calculated reimbursement would be $50 (100 × $0.50); however, since the maximum allowed for travel under 100 miles one way is $30 according to Table 1, the traveler will be reimbursed $30.

   • Required Document: A screenshot of the Google Map showing both the departure location and destination must be attached. 

9. Excluded Expenses: Incidental expenses such as hotel tips, meal purchases, or personal expenses are not reimbursable.

10. Point-Based Purchases: Any travel or lodging expenses paid using mileage points, credits, or vouchers, including airline or Uber cash are not eligible for reimbursement.

11. Restriction on Dual Travel Support: Individuals who have received travel support from any other institution or organization for UKC-related expenses are not eligible for UKC travel support.

12. Multiple Roles Policy: Individuals serving in multiple roles at UKC must select one role for which they will request travel reimbursement.

13. Non-Transferability: Travel support is awarded to the individual applicant and cannot be transferred to another person under any circumstances.

14. Reimbursement Method: Once your reimbursement form has been received by the deadline and approved, a CITI Group check will be mailed to the address you provide.

2. All Oral/Poster Presenters 

All first-authors of oral and poster presentations who do not receive financial support from other organizations are eligible to receive up to $400 in travel support determined based on the one-way Google map distance from your departure location to the UKC venue as shown in Table 1. Travel Support Distance. Please carefully review Travel Support Process & Policies to determine your eligibility and apply for reimbursement. 

3. Selected Student, Postdoc, and FIRE Presenters

In addition to the travel support provided for all presenters, UKC 2025 provides additional lodging and meal support for up to 120 selected student/post-doc oral/poster presenters/FIRE professional presenters during the UKC 2025. When you receive an acceptance email from the UKC 2025, we will share the link to apply for financial support. This support is for a limited number of participants; please submit your paper as soon as possible to receive financial support from UKC2025.

Lodging Support Application

Applicant Eligibility

1. Be a graduate student, post-doc, or industry professional who presents at FIRE

2. Be an oral or poster presenter. (Technical or research papers must be submitted to a symposium but will still be eligible for support.)

3. Be a paid current KSEA member.

4. Fully complete the application form. 

5. Attend all 3 plenary sessions (Thursday, Friday, and Saturday)

6. Travel reimbursement may be declined if attendance or presentation requirements are not fulfilled.

7. If you receive travel reimbursement from any institution, you are not eligible for UKC travel support.

8. FIRE Only: Only career or leadership topics are accepted into FIRE (all other topics will be rejected).

Application Process

1. The application email will be sent separately to student/post-doc oral/poster presenters. 

2. FIRE presenters should apply through the application form on the FIRE website.

3. The lodging support application and submission link will be distributed to eligible presenters by Monday, 6/16/2025.

4. Completed applications must be submitted via the provided link by Monday, 6/23/2025 

5. Notifications will be sent to awardees by Friday, 6/27/2025. 

6. If you are approved for lodging support and choose not to share a hotel room in your application (eligible for 50% reimbursement), you must make your own reservation at the Omni Hotel by Thursday, 7/3/2025 and submit a travel reimbursement form after UKC 2025. 

7. If you choose to share a room with a roommate in your application, we will make the hotel reservation on your behalf. 

8. To secure your accommodation, you are advised to make your own hotel reservation in advance, which can be canceled after you are notified. 

Application Documents

1. Completed application form 

2. Resume or CV (A template will be provided) attached to the form. Note: Your CV may be shared with the UKC organization for membership data purposes.

3. FIRE presenters should complete the application process on the FIRE website.  

Lodging Support

1. Lodging support: Up to 3 nights of lodging (Wednesday, Thursday, Friday), share the hotel room (2 participants/room) or 50% of the room cost (If you wish not to share a room and use the room by yourself, please let us know and reserve a hotel room by yourself and submit a travel reimbursement provided; the KSEA will only support the half of the hotel room charge; room rate cannot exceed $149/per night plus tax and service charge.)

2. Up to $400 travel support (provided to all oral/poster first presenters)

3. 1 meal for Friday Dinner