Central Recruitment Fellowship Travel Reimbursement

Overview

At the discretion of the Dean, the Graduate Division makes transportation funds available for campus recruitment visits for all applicants nominated for this year’s central fellowships, as well as winners of this year’s National Science Foundation Graduate Research Fellowships or National Defense Science and Engineering Graduate Fellowships. 

Which applicants are eligible?

Prospective graduate students 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:

• The Racial Justice Fellowship is not included in the list of eligible central fellowships as it is not considered a full fellowship on its own. 

• Only Regents Fellowships offered and approved in AppReview will be considered for reimbursement. Each department is limited to one travel reimbursement per annually allocated Regents Fellowship. If the first student to whom you offer the fellowship comes to campus but ultimately declines, the Graduate Division cannot cover travel costs for a second person.

What expenses are eligible under CRFT reimbursement? 

Round-trip domestic coach airfare or equivalent domestic ground travel within Academic Senate travel limitations:

• up to $450 for actual air or driving travel expense within California

• up to $900 for travel to Santa Barbara from any other U.S. location

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?

• Lodging

• International travel

• Parking

• Local ground transportation (e.g. travel between/around UCSB, Isla Vista, Goleta, Santa Barbara)

• Meals and incidentals

• Per diem

• Entertainment

What expenses require an exception under CRFT?

• Use of ride share services between LAX and Goleta/Santa Barbara.

  • Transportation expenses shall be reimbursed based on the most economical mode of transportation and the most commonly traveled route consistent with the authorized purpose of the trip. For example, when traveling between LAX and Goleta, the Santa Barbara Airbus is usually a more economical mode of transportation than Uber/Lyft. If the department allows the applicant to use ride share for travel to/from LAX, the Graduate Division will reimburse up to the cost of the Santa Barbara Airbus, unless the department requests an exception. An exception may be approved if a delay is beyond the control of the individual, e.g., weather, traffic, physical handicap of the traveler, or if the ride share proves to be more economical.

• Use of ride share services between other non-local locations

  • The Graduate Division may reimburse ride share expenses for non-local travel (e.g. between the applicant’s home and departing airport) as long as it is the most economical mode of transportation and consistent with the above policy.

What is the reimbursement process for CRFT?

1. The applicant’s department must first reimburse the applicant for their travel or pay using a direct bill or Concur. Use 20171 funds for this purpose as these are the funds that the Graduate Division will be providing via reimbursement. If you use different funds, please note that this may reduce your general recruitment funds allocation for the following academic year.

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 16, 2025, at 5pm. The submission deadline varies slightly each year, so please check the current year’s memo for the deadline.

Diversity Applicant Lodging Reimbursement

Overview

At the discretion of the Dean, the Graduate Division makes funds available to pay for an additional night’s hotel stay to allow domestic doctoral, MFA, or terminal masters’ applicants from non-traditional educational backgrounds to spend an extra day on campus during their recruitment visits. Please note: terminal master’s refers to students in departments for which the master's degree is the terminal degree offered.

Must expenses be pre-approved?

Yes, departments must get pre-approval from Carlos Nash, Director of Graduate Diversity Initiatives by completing this DocuSign form prior to the applicant’s travel.

Approval will be granted for domestic doctoral or MFA applicants from non‐traditional educational backgrounds who bring an understanding of the experiences of groups historically underrepresented in higher education (i.e. those who represent cultural, linguistic, geographic, and socio‐economic backgrounds not adequately represented in the graduate student population). We ask that you work with Carlos to arrange for your diversity applicants to meet with him and/or members of his unit during their recruitment visit.

What expenses are eligible for Diversity Applicant Recruitment reimbursement?

Pre-approved 2nd night’s local hotel stay for a diversity applicant (maximum $205.00 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?

• First night’s hotel cost or any additional nights after the second night

• Lodging outside of the Goleta/Santa Barbara area

• Transportation

• Parking

• Meals and incidentals

• Per diem

• Entertainment

What is the reimbursement process for Diversity Applicant Lodging?

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 16, 2025, 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.