Virtual conference Award Questions
If you have any questions concerning the Virtual Conference Awards, please review our list of FAQs below. If you still have questions or concerns, please contact Sabrina Smith at email@example.com or 801-213-2250.
Virtual Conference Award
Who can apply for the Virtual Conference Award (VCA)?
The VCA is offered to University of Utah postdocs in eligible postdoctoral job codes. HR job codes that are classified as postdoc positions include 9205, 9207, 9208, 9209, 9210, 9211, 9212 & 9213.
The recipient of this award must also have their abstract accepted by the conference for presentation, or have evidence that they will participate in the conference/workshop/etc. for professional development purposes.
If I receive the Virtual Conference Award (VCA), will I be eligible for future travel assistance?
Receiving the VCA does not make you ineligible for other Postdoctoral travel awards. However, postdocs are only allowed one VCA and may not receive a VCA and a travel award in the same year.
Can I apply for the VCA even if I am not presenting?
If you would like to attend a virtual conference or meeting where you are not presenting, you will need to provide evidence of registration and a brief explanation of how the VCA will help your professional development.
How long will the VCA be offered?
As of right now, the VCA is temporarily offered for fiscal year 21 (July 1, 2020 – June 30, 2021) to allow for postdocs to present at conferences that have adapted to a virtual platform due to COVID-19. At the end of the fiscal year, this award will be re-evaluated to determine if it will still be offered in the future.
How will I be reimbursed?
If the postdoc requires $200 or less to present their abstract, the postdoc or department will pay for the necessary fees upfront and the Office of Postdoctoral Affairs will then reimburse the appropriate Chartfield. The Office of Postdoctoral Affairs will require a copy of the receipt in order to approve the reimbursement.
What if my registration fee costs more than $200?
If the postdoc requires more than $200, there are two (2) options for reimbursement.
- If the department will cover the expenses over the awarded amount, the department will pay for the necessary fees and the Office of Postdoctoral Affairs will reimburse the appropriate Chartfield for the awarded amount. The Office of Postdoctoral Affairs will require a copy of the receipt in order to approve the reimbursement.
- If the department will not pay for the expenses over the awarded amount, the postdoc will be responsible for paying for the expenses. In this case, the Office of Postdoctoral Affairs will complete an Electronic Payment Request (EPR) in order to reimburse the postdoc for the awarded amount. The Office of Postdoctoral Affairs will require a copy of the receipt in order to approve the reimbursement.
Postdoc Travel Assistance Award Questions
If you have any questions concerning the Postdoc Travel Assistance Award, review our list of FAQs below or contact Sabrina Smith at firstname.lastname@example.org or 801-213-2250.
When should I apply for travel funding?
If you submitted your abstract to present your research work at a conference or professional meeting and you received notification that your abstract has been selected for presentation, you may apply now. Due to limited funding, we recommend you apply as soon as you receive notification. This will help you secure funds before they are depleted.
I recently applied for funding and was waitlisted. Am I still eligible for funding if funds become available?
Yes. When a postdoc cancels for any reason, the funds they had been awarded are then distributed to the students on the waitlist on a first-come, first-served basis.
I applied for funding and was awarded funds; however, I had to cancel my trip and return the funds. Am I still eligible to apply for funding in the future?
Yes. If you did not use the funds awarded to you and you have not received funding previously, you are eligible to reapply.
What is the maximum amount I can receive in PTAA support?
Postdocs can receive up to a maximum of $500 from the Office of Postdoctoral Affairs. These funds must be supported with a dollar-for-dollar match from University/Department funds (2500) or Research Funds (5000).
Does the PTAA cover all travel-related expenses?
The assistance can cover airfare, car mileage in lieu of airfare, ground transportation, lodging, meeting registration, and abstract fee, not to exceed the awarded amount. Meals, per diem, poster expenses, and membership expenses are not covered.
Can I apply for PTAA funding if I am attending a workshop?
Awards may be given to postdocs if they are going to be presenting research papers or posters at meetings organized by professional societies, universities, institutes, or other academic organizations. Awards can be used towards a workshop if a postdoc is presenting a research paper or poster. If the postdoc will not be presenting their work and instead would like to attend a workshop for professional development, they should apply to the Early Career Professional Development Program for Postdocs instead of the PTAA program.
I applied for funding and my application shows “Pending Coordinator and Chair Approval.” Who should I contact if I have any questions regarding my application status?
If your application shows “Pending Coordinator and Chair Approval,” you may contact your department’s travel coordinator to inquire about the status. If the application shows “Pending PTAA Approval,” then you can contact the PTAA Coordinator, Sabrina Smith, at email@example.com or by phone at 801-213-2250.