Travel Support

 Travel Support and Travel Reimbursement Policy

Conference Travel Support Guideline

Number Allowed 1Travel Hotel 2Registration Meal
3UKC Plenary 4-5 for UKC Full Up to 3 nights Full waiver Full
4Symposium Chair 1 per Symposium Up to $500 Up to 3 nights Full waiver Full
4Symp. Co-Chair 2 per Symposium Up to $400 Up to 3 nights Full waiver Full
5Session Invited 1 per session Up to $400 1 night Full waiver None
Forum Chair 1 per Forum Up to $400 1 night Full waiver None
Forum Speaker & Panelist No limit Up to $400 None Per guideline None
Oral Presenter No limit Up to $400 None Per guideline None
Poster Presenter No limit Up to $400 None Per guideline None
6Students No limit /Per travel award Up to $400 Per travel award Per guideline Per travel award
6Post-docs No limit /Per travel award Up to $400 Per travel award Per guideline Per travel award
6Early Career in YGPF No limit /Per travel award Up to $400 Per travel award Per guideline Per travel award
  • 1Travel reimbursement request must be submitted by August 28, 2017. Please note that
  1. KSEA membership for the 2017-2018 term is required to receive any level of support,
  2. you are not eligible for the UKC travel support, if you receive travel reimbursement from any institution,
  3. documented proof is required for travel reimbursement, and
  4. reimbursement for your flight ticket is provided up to the maximum amount.- The maximum amount of travel reimbursement is determined based on Google map distance, as shown below.
One-way distance For up to $400 For up to $500
Less than 100 miles Maximum $30 Maximum $50
100-300 miles Maximum $100 Maximum $150
300-750 miles Maximum $150 Maximum $200
750-1,500 miles Maximum $200 Maximum $250
1,500-2,000 miles Maximum $250 Maximum $300
2,000-2,500 miles Maximum $300 Maximum $400
More than 2,500 miles Maximum $400 Maximum $500

 – Reimbursement for driving a personal vehicle is calculated $0.50 per mile up to the maximum amount indicated in the table above. This amount includes all travel costs (except for the hotel lodging and the meals), such as air ticket, baggage fees, toll, parking, shuttle/subway, Uber, taxi, rental car, personal vehicle, etc. Other expenses such as hotel tips will NOT be reimbursed.

  • 2The following discounts may apply to your online registration fee ($500 from May 1 to May 31; $550 from June 1 to June 30) and on-site registration fee ($650). Best of all, many of these discounts are cumulative: you can combine multiple discounts for substantial savings.

– Early registration discount by 5/31/2017: $80
– Presenter (oral/poster) discount: $50
– Early 1-page paper submission by 3/31/2017: $50
– KSEA membership discount: $70

In addition, the UKC 2017 Travel Award Committee will provide registration discounts for all qualified applicants of the Travel Award of up to

      – $250 to KSEA student members,
      – $150 to KSEA post-doc members, and
      – $150 to KSEA early career YGPF presenters.

See instructions of Travel Award Application at bottom.

  • 3A UKC Plenary speaker who travels on his/her own funds may receive $500 as an honorarium. The distance-based reimbursement does not apply to UKC plenary speakers, who may receive full airfare and other miscellaneous expenses.
  • 4Symposium chairs and symposium co-chairs should present their papers in order to receive the travel support. Symposium chairs and co-chairs may serve as the plenary speakers for their respective symposiums.
  • 5Session invited speakers are NOT required to have KSEA membership.
  • 6Students, post-docs, and early career professionals can receive more benefits by applying for the Travel Award Program detailed below.
  1. The travel award applications will be closed at 11:59 pm, April 28, 2017, EDT-USA. Decisions will be based on academic achievement, leadership experiences, or career stage, up to 100 awardees with notifications to follow.
  2. Travel award recipients are required to attend 2 plenary sessions (Thursday and Friday), 1 symposium, and opening and closing YGPF sessions, and will receive benefits of 3 nights of lodging (Thursday, Friday, & Saturday) with roommates, and 4 meals (Thursday dinner, Friday lunch, Friday dinner, and Saturday lunch) and additional registration discounts for students, post-docs, and early career professionals in YGPF.

Applications for Travel Award Program must include:

  • The Travel Award Application online form, found under the Registration/Travel->Travel Award page, requires the following documents:

– Travel Award Application Online Form (KSEA membership no. required)
– CV or resume for interview matching with industry sponsors (upload in PDF)
– For student only: Proof of student status(unofficial transcript)(upload in PDF)

  • Students and post-docs must also separately submit a 1-page paper for oral or poster presentation to either a symposium (technical topic) or YGPF (career or leadership topic).
  • Early career professionals must also separately submit a 1-page paper on career or leadership for oral or poster presentation to YGPF only

Additional Notes

  • Hotel support is up to the group-negotiated rate with Hyatt Regency Crystal City ($119/night before tax) wherever the participants stay.
  • No honorarium is offered unless approved by the Conference Chair and Financial Director.