Faculty of Medicine – PDFO Travel Awards

Award Summary

As part of UBC’s ongoing efforts to increase the benefits for PDFs, the Postdoctoral Fellows Office (PDFO) and the UBC Faculty of Medicine (FoM) are pleased to announce the launch of a PDF travel fund. These awards are intended to assist PDFs with travel to conferences to present research performed at UBC.

Due to the current situation related to COVID-19, several restrictions have been put into place related to both domestic and international travel. To help ensure the health and safety of our postdoc community, the PDFO will not be awarding PDF Travel Awards for domestic or international travel until further notice.

However, many conferences have transitioned to a virtual format. To better support postdocs in continuing to attend these virtual conferences, the PDFO has amended the PDF Travel Award eligibility criteria to incorporate these alternate-format conferences. Awards of up to $250 are available to postdocs who have been accepted to present their work at virtual conferences.

Eligibility

In order to qualify for a PDF Travel Award, the following criteria must be met:

• The applicant must be accepted to present an oral presentation or poster at a virtual conference and must be the 1st author of the accepted abstract.
• The applicant must be a current UBC PDF at time of application and at time of travel.
• The presentation must be on research performed during a PDF appointment at UBC.
• The applicant cannot have previously received a PDF Travel Award from the UBC FoM or PDFO.
• If presenting work that is very close to one’s dissertation topic, one must be presenting original and new data obtained during their postdoc tenure at UBC.

Applicants must agree to submit a 200-word report of the activity within 3 weeks of their return, and grant the PDFO permission to post this report on its website.

Eligible Expenses

• Conference registration fees

For information about per diem rates and other eligible travel expenses, please see UBC Policy #83 – Travel and Related Expenses.

Application Procedure

Applications can be submitted up to 3 months in advance of the calendar period in which the travel will occur (based on the first date of travel). Please note the following dates:

When the travel will occur Dates applications are accepted
Q1 – January 1 to March 31 October 1 to December 31
Q2 – April 1 to June 30 January 1 to March 31
Q3 – July 1 to September 30 April 1 to June 30
Q4 – October 1 to December 31 July 1 to September 30

To apply, the following documents must be submitted by email to med.research@ubc.ca:

• A completed PDF Travel Award Application Form
• An outline of the conference
• Proof that the PDF will be presenting at the conference

Please note that only one application will be considered per applicant in a single calendar period.

Adjudication

Applications will be reviewed for eligibility and awarded via a lottery system. Decisions are made within three business days of the application deadline. All applicants will be notified of the status of their application by email.

Eligible applicants are awarded from a period apportioned fund. Each period apportionment is designated for travel taking place during that period.

Reimbursement

To receive the award, successful applicants must submit the following documents within 3 weeks of returning from the conference:

BY EMAIL to med.research@ubc.ca

• A completed PDF Travel Award Conference Report

• A completed PDF Travel Award Reimbursement Form

• Itemized and dated receipts

Payment will be generated by UBC Financial Services.