Travel & Conferences

Travel and Conference funding is available to individuals or groups attending conferences or attending field trips. If you are hosting a conference, please apply as a Project. Approvals will be on an ongoing basis by the EUS VP Finance and PAF Coordinator (APSC PD). Applications will be reviewed every 2-3 weeks.

Funding is awarded on a per-trip basis, as per the guidelines below. Funding is awarded on a rolling basis and applications will be accepted as long as there are funds in the Travel and Conferences PAF funding pool. Funding will be allocated from the funding pool belonging to the year that the conference or trip takes place in, regardless of when applications are received.

Applications may be submitted after the conference or trip has taken place; however, funding is never guaranteed until an application is process and approved. It takes approximately three weeks to process an application. If the applicant chooses to apply less than three weeks before the conference or trip, or post-conference or trip, the applicant risks not receiving funding and as a result should consider alternative funding options. 

PAF Travel + Conferences Application

Eligibility criteria:

  • Must meet all General PAF Eligibility Requirements
  • Individuals may not receive PAF T+C funding for more than five applications within the PAF fiscal cycle
  • A complete roster of those attending the travel/conference must be provided before the application will be considered.
  • Applications for a single initiative may only be funded through one category of PAF (e.g., cannot apply for both Travel & Conferences and Projects).

This funding category is divided into three sub-categories:

Funding Calculation:

 

Representative

Non-Representative

Year Trip

Travel

Funding is allocated based on the region of travel, up to the maximum amounts below:

Region 1: BC and WA

$90/student

$60/student

$60/student

Region 2: Western Area*

$290/student

$170/student

$170/student

Region 3: North America

$400/student

$230/student

$230/student

Region 4: International

$680/student

$340/student

$340/student

Accommodation

Accommodation is subsidized for the lesser of 7 nights or the minimum duration of the conference or trip. NOTE: PAF does not fund meal costs. Accommodation will not be funded for local conferences.

 

$35/student/night for all

Conference Fees

PAF will subsidize 75% of conference fees, up to the maximum below. If fees include accommodation, that will be counted in the accommodation category as above and subtracted from the conference fee before assessment.

 

$230 for all

Maximum funding

PAF Funding shall not exceed the indicated percentage of the trip’s budget. Costs not covered in the above categories (ex: food) will be removed from the total budget at the T+C committee’s discretion.

 

75%

50%

25%

*The Western Area comprises of AB, SK, MB, OR, CA, MT, ID, WY, NV, UT, AZ.

For more information, please refer to the Professional Activities Fund Guidelines.

Application Procedures

  1. Prepare your application responses using the T&C Application PDF as a reference.(Note - the funding amounts reflected in this guidebook are applicable for events that fall in the 2023-24 PAF cycle - i.e. after August 31st, 2023.)
  2. Complete the PAF T&C budget template (2022-2023) and prepare supplementary documents if you are applying for the Representative category. (2023-24 version reflects eligible amounts for events after August 31st, 2023)
  3. Complete the T&C submission form. Note that you cannot submit a completed version of the PDF itself, you will be required to submit through the form. If you're applying under Professional Development Registration Fees, please email paf@apsc.ubc.ca directly.

Travel & Conferences applications are accepted on an on-going basis and approved at the discretion of the PAF Coordinator and EUS VP Finance. If you have any questions about your application, contact us at paf@apsc.ubc.ca.

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