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Prospective graduate students must be nominated who are offered and approved for central recruitment fellowships (Chancellor's, Cota-Robles or Regents in the Disciplines), or be winners of this year’s National Science Foundation Graduate Research Fellowships or National Defense Science and Engineering Graduate Fellowships, in order to qualify. Additionally, the following criteria apply:

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To be eligible, recruitment travel must take place prior to that year’s financial acceptance deadline (usually April 14 unless it lands on a weekend).

What expenses are not covered under CRFT reimbursement?

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1. The applicant’s department must first reimburse the applicant for their travel or pay using a direct bill. Use 20171 funds for this purpose.

2. Email the following to graddiv-gradadmin@ucsb.edu:

   1. The traveler’s name

   2. Their qualifying fellowship(s)

   3. For each traveler, PDF of approved Concur expense report(s) and appropriate receipts OR applicable proof of direct bill

   4. Departments with multiple requests can send them in one email, but please keep each traveler’s backup documents in separate PDF files

   5. (if applicable)  If the travel period is for an extended amount of time or air travel is not directly in and out of Santa Barbara, please provide a brief explanation to accompany your reimbursement request.

3. Submit by Friday, May 17, 2024, at 5pm. The submission deadline varies slightly each year, so please check the current year’s memo for the deadline.

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Pre-approved 2nd night’s local hotel stay for a diversity applicant (maximum $214.00 per federal per diem rate). Departments are expected to pay for the applicant’s first night’s stay, and any subsequent nights.

To be eligible, recruitment travel must take place prior to that year’s financial acceptance deadline (usually April 14 unless it lands on a weekend).

 What expenses are not covered under Diversity Applicant Recruitment reimbursement?

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1. Remember to get pre-approval before the applicant travels

2. The academic department will either reimburse the applicant for their lodging or pay for it directly

3. Email the following to graddiv-gradadmin@ucsb.edu:

   1. The traveler’s name

   2. For each traveler, PDF of approved Concur expense report(s) and appropriate receipts OR applicable proof of direct bill (e.g. paid invoice from hotel)

   3. Departments with multiple requests can send them in one email, but please keep each traveler’s backup documents in separate PDF files

4. Submit by Friday, May 17, 2024, at 5pm. The submission deadline varies slightly each year, so please check the current year’s memo for the deadline.

Questions?

Please contact graddiv-gradadmin@ucsb.edu with questions.