EMSAH: APPLICATIONS FOR SCHOOL CONFERENCE
AND TRAVEL FUNDS -
2012 - 2013
School policy related to the application for funds to support travel for 2012-2013 is as
follows:
1.
Conference Travel:
a)
Staff: Applicants giving papers at approved conferences will be entitled to apply for
airfares and registration fees; for those not presenting a paper, registration fees only
may be applied for. Academic staff on fixed term or fractional contracts are eligible for
funds on a pro rata basis based on percentage of time worked and length of
appointment.
The maximum total conference/research travel support available to staff (including fares
and registrations) is either:
International Travel; OR
$2400 per two year period (commencing 2012)
Domestic Travel (including New Zealand):
$1400 per two year period (commencing 2012)
(Registration fees will count towards this ceiling.)
b) Full-time RHD Students: Full-time research postgraduates are eligible to apply for travel
funding to conferences directly related to their area(s) of research. Applicants giving
papers will be entitled to apply for airfares and registration fees; otherwise, they will be
entitled to apply for registration fees only.
Full-time higher degree research candidates may apply for the following funding
support:
 M.Phil.: up to $1,000 during the first two years of active candidature;
 Ph.D.: up to $2,000 during the first four years of active candidature. Prior to
confirmation, students may only avail themselves of 25% of their conference and
research travel funding.
 Where a student converts from an M.Phil. to a Ph.D, the total amount he/she will be
eligible to apply for over the entire active candidature will be that applicable to a
Ph.D, namely $2,000.
Note: M.Phil. students whose program has exceeded two years, and Ph.D. students
whose program has exceeded four years may no longer apply for support. Application
and use of these funds is restricted to these program periods.
2.
Research Trips: Current guidelines provide for the following:
a) Staff: The travel component of a justified research trip should be funded at the
cheapest available airfare booked through Campus Travel. Any such funding will
be in lieu of, not additional to, the conference funding allowance. Such requests
must be approved by the Director of Research and the Head of School.
b) RHD Students: Research only trips will not normally be funded unless specifically
signalled as necessary at the beginning of the student’s candidature, or in their first
annual report.
3.
Other Non-Travel Expenses: some exceptions may be made to allow School funds to
be used by students for expenses which are not related to travel, but are directly related
to the student’s research. Applications will be reviewed and approved on a case-bycase basis, but must be accompanied by a memo to the Head of School justifying the
request for support as it relates to the student’s degree program.
4.
Funding and other issues:
 The level of annual funding forms part of the School's overall budget and there is
no guarantee that funds will be available, particularly towards the end of the year
when the allocated funds may have been exhausted. Therefore it is essential that
staff and students plan ahead and apply for funds as early as possible.
 Applications may not be made retrospectively.
Revised: 12/10/2011






5.
Conference Registration fees may include the cost of the conference dinner, but
NOT the cost of social excursions.
Funds are not available to staff on Special Studies Program (SSP) or Long Service
leave.
Subsistence and accommodation expenses are not covered under this program.
Advances/cash passports are not available.
Staff whose travel includes personal leave at or greater than 50% of the total time
away may only apply for 50% of the allowable allocation.
Staff who have availability of other research funds/grants to support their travel
may be excluded from access to the School’s limited funds from this source.
Application Procedures:
In general, staff are asked to plan ahead and submit applications for funding from this
source by September for travel between January and June of the following year; and by
March for travel between July and December of that year.
Application forms for staff and students are available from the School’s Intranet site or
from Maureen.
To complete an application involving an airfare, applicants should determine the
approximate airfare and provide this in their application. The applications go to
Maureen McGrath (ext. 5-2609), or Tracy Davies (ext. 5-2568) if Maureen is
unavailable.
Once the application has been approved, applicants will be notified by e-mail. Upon
receiving Campus Travel’s confirmation of an international booking, applicants must
provide a copy of their itinerary to Maureen or Tracy to enable a Purchase Order to be
finalised. For domestic bookings, please advise Maureen (or Tracy) of the dates and
approximate times of departure and return for online booking through CT’s E3 system.
6.
7.
UQ Purchasing Card: Conference registration fees (both national and international)
may be paid using the UQ purchasing card – please see Maureen or Tracy.
Campus Travel: All airline bookings MUST be made with Campus Travel (6 Staff House
Road, St Lucia – phone 3393-8855 - email: uq@campustravel.com.au), or direct with
the airline. The use of School funds for airline bookings is not permitted through any
travel agency other than Campus Travel.
8.
UQ Travel Procedures: prior to any airline bookings being finalised, travellers must
complete and have approved the University’s Travel Request Form located at:
http://www.fbs.uq.edu.au/travel-dev/ The Travel Request Form provides business leave
approval, travel insurance coverage, travel diary, and overseas travel reports.
PLEASE NOTE THAT NO RESERVATIONS WHICH RELY UPON THIS SOURCE OF
FUNDING SHOULD BE MADE BEFORE YOU HAVE RECEIVED E-MAIL NOTICE THAT
YOUR APPLICATION HAS BEEN APPROVED AND AT WHAT LEVEL.
Revised: 12/10/2011