• BUILD EXITO will pay for the conference registration.  You will meet with EXITO staff (Step 3) to make this purchase after your request has been approved. 

• EXITO does not pay for membership to professional organizations unless…

  • Membership is part of the conference registration; or

  • (Membership + conference registration) < non-member conference registration 

• Most conferences have a non-member and/or student cost level for conference registration 

• If you paid for the conference registration out of pocket,  the reimbursement for this purchase will occur as part of the Travel Advance.  Do not make any purchases before your request has been approved. 

Travel days should be finalized by the time you submit the conference request form.  Any changes to travel days should be made before airfare is purchased.  Any fees associated with flight changes will be charged to you conference funds or out of pocket

• You do not need to stay for the entire conference

• Business Days: Arriving the day before the conference and/or leaving .  EXITO will pay allowable lodging and meal costs (amount based on your budget)

• Personal Days: Arriving earlier or departing later than listed in the Business Days section. EXITO will pay for any costs related to the business days but any additional costs would be out of pocket

• Example:

  • Conference Dates: 11/15-11/19

  • Business Days: 11/14-11/20

  • If the Scholar’s travel days are 11/13-11/20 they would need to pay for meals on 11/15 and lodging for the night of 11/13. 

Process

Airfare must be purchased through the PSU Travel Agent.  Sarah  will coordinate the process of purchasing with you and the travel agent. 

• To get an idea of flight costs, do a quick search on a fare aggregator site (e.g., Kayak, Expedia)

• You will provide dates of travel on the conference funds request form

• Sarah will get you a list of airfare options to choose from, and the price quotes expire quickly so you MUST respond with 12 hours selecting a flight

• Sarah will purchase the flight and send you the information.  You MUST confirm all information is correct or inform us of needed changes within 12 hours since changes after a certain point will include fees

• Sarah will send you the final electronic ticket (and any subsequent changes if applicable)

Policies 

• EXITO's flight options are limited to domestic airlines & exclude domestic some airlines.  Additionally, the costs EXITO has access to may be different (higher) than what is listed on websites

• EXITO is unable to pay any baggage fees unless the fee is for the poster

Policies 

• Funds for lodging will be received 1.5 weeks before you leave* (depending on your budget)

• Most conferences have "conference hotels" which means hotels they've partnered with and have a discounted rate for conference attendees 

  • These are usually really close to the conference venue and the discounted rate is usually high :(

  • Details on how to book using these hotels/discounts are located on the conference site

  • Per policy we can advance or reimburse you for the full cost of the lodging (even if the nightly rate is more than the federal per diem).  However, please remember that your conference/travel funds are limited to $1,000

• You are permitted to use alternative lodging such as Airbnb and non-conference hotels.  If you plan on using this option, the max amount you can receive as an advance or be reimbursed for is the federal per diem amount.  (For 2022, the max is $222/night)

• Scholars are responsible for identifying and booking their own lodging.  You should have a good idea of lodging before completing the Request Form.  Lodging should not be booked until your request is approved

• Documentation Requirement: You are required to get a copy of the final bill at check out.  This should include  traveler name, date(s), room number, number of guests, taxed, room rate, etc.)

Tips

• Hotels associated with the conference are usually costly.  In order to preserve the allowance for future trips you can stay at a non-conference lodging option

• It is recommended that your lodging selection allow for payment at check in/out in order to use your advance 

• If your lodging is farther away from the conference your ground transportation costs might increase

• You can decrease the cost of lodging by sharing lodging with another traveler

  • You are not required to share lodging with other travelers attending conference

• Need help finding a hotel? Schedule a meeting with Cassandra here

*If your Travel Authorization/Advances is approved on time (2 weeks before travel).  As such, please make sure you submit the request form 8 weeks before travel and respond to all travel emails ASAP

• Posters are only printed for use at scientific conferences

• Posters must be submitted to the Operations Coordinator 7 business days prior to travel.  

  • Use this form to submit your poster 

• Scholars are responsible for creating a poster that aligns with conference/meeting requirements and does not have any typos/errors. 

• Acknowledgement of the grants must be included in any poster.  

  • Please see the Acknowledgements & Logos page for approved wording

  • Example: Work reported in this poster was supported by the National Institutes of Health Common Fund and Office of Scientific Workforce Diversity under three awards UL1GM118964, RL5GM118963, and TL4GM118965,  administered by the National Institute of General Medical Sciences. The work is solely the responsibility of the authors and does not necessarily represent the official view of the National Institutes of Health.

  • The EXITO logo must be included in the poster.  Email exito@pdx.edu for the logo.