Travel Grants

What information will I need when applying?

Before starting the application form, you should have:
• Details of the conference or event.
• Estimated registration, travel and accommodation costs.
• An academic justification explaining the value of attending the event.
• Details of any other funding available to support your attendance, if applicable.

PhD students must also include a supporting statement from their supervisor within the Academic Justification section of the application form.

Do I need to complete a Travel Risk Assessment before applying?

No. A Travel Risk Assessment (TRA1) is not required in order to submit an application for a Research Travel Grant.

If your application is successful, you must ensure that all required travel documentation, risk assessments and approvals are completed before travelling.

How are applications assessed?

Applications are considered by the relevant Associate Pro-Vice-Chancellor (APVC) for the applicant's research theme.

Applications are assessed based on a range of factors, including:

• The location of the conference or event.
• The duration of travel required.
• The role of the applicant (students and early career researchers are generally prioritised over Professors and Associate Professors).
• For PDRAs and PhD students, how the applicant's position or studies are funded (those who are wholly externally funded are not usually supported).
• The academic value of attending the event and its contribution to the dissemination of research.
• Availability of funding within the scheme.

Meeting the eligibility criteria does not guarantee that an award will be made.

Why do Professors and Associate Professors receive lower levels of support?

The Research Travel Grant scheme is intended primarily to support researchers who may have fewer alternative sources of funding available to them.

Professors and Associate Professors are therefore expected to draw on other sources of funding where available and may receive lower levels of support through the scheme, enabling the available budget to support a greater number of applicants.

Professorial staff in Zones 2 and above are not eligible to apply to the scheme, as they are generally expected to access alternative sources of funding to support conference attendance and research dissemination activities.

I'm a PDRA or PhD student. Does my funding source matter?

Yes. The Research Travel Grant scheme is intended to support researchers who do not have access to alternative funding sources.

As part of the assessment process, consideration is given to how a PDRA or PhD student is funded. Applicants who are wholly externally funded would not normally be supported through the scheme, as conference and travel costs may already be provided through their external funding arrangements.

Can I apply to present research undertaken at another institution?

No. The scheme supports dissemination of research undertaken while employed or studying at the University of Reading.

When will I receive a decision?

Applications will normally be considered within four weeks of submission.

What happens if my application is unsuccessful?

The APVC will normally provide feedback and may request additional information where this would support further consideration of the application.

How do I access my funding if my application is successful?

If your application is approved, you will receive an award email confirming the amount awarded.

Finance will transfer the funding directly to your School, which may take up to four weeks. You should share your award email with your School as evidence that funding has been approved while the transfer is being processed.

Travel and accommodation arrangements should be made in accordance with your School's normal financial procedures. Depending on local arrangements, your School may make bookings on your behalf, or you may be required to make the booking yourself and reclaim the costs through your School's expenses process.

What if my conference is cancelled or I can no longer attend?

Funding awarded for a specific event cannot be transferred to a different activity. If you can no longer attend the event, please make your School aware as soon as possible to discuss the return of any funding to Financial Planning that has already been transferred.

Can I use any unspent funding for another conference or activity?

No. Awards are made for a specific conference or event. Any unspent funds should be returned to the Travel Grant Fund via Financial Planning.

Can I apply after booking travel?

Yes, provided the conference has not yet taken place and the application is submitted before attendance. Retrospective applications will not be considered.