Engineering and IT Conference Travel Grant

• Evidence that your paper has been accepted for presentation – please ensure the document clearly states that your paper has been accepted and you are invited to present at a conference.
• Justification of budget with quotations or receipts for costs claiming for
• Evidence you have been approved for Study Away – you will receive an email confirming that your application for Study Away has been approved- please provide this document.

Study Away refers to a period of time in which you are approved to travel for research related activities, including attending conferences. The need to apply and be approved for Study Away prior to travelling, within Australia or overseas, is a University wide requirement. Once you are approved for Study Away, your travel is registered under the University’s insurance cover/policy. For more information, please visit: Study Away

You can submit a new ENG&IT Conference Travel Grant application form and indicate that you are applying for:

• Just the ENG&IT Conference Travel Grant funds
• Just the CIS Match Amount
• Both amounts

You can access the ATO’s guide for guidance on reasonable amounts for domestic and international travel, here – TD2025/4.  For Reasonable amounts for domestic travel, please refer to Table 1, Table 4 and Table 5. For reasonable amounts for overseas travel, please refer to Table 6 and Table 9. Please note that for international travel, only reasonable amounts for meals and incidentals are provided.

Please use the drop down menus to select your Expenses and Funding Source. If any of the items listed in the drop down menu is not applicable, you can ignore that item. If there are any expenses or funding sources that are not available in the drop down menu, please select “Other” and provide details.

If you have expenses that are covered by more than one funding source, please select the source that is covering the majority of the cost.

Expenditure amount: please ensure all amounts are in AUD. If expenses were in a foreign currency, please include that amount under the ‘details section’. I.e. 450 USD.

If in expenditure amount you are putting in the cost for a number of days, in the details section please indicate the cost per day. Ie accommodation $120 per night for 6 nights. Meals $90 per day for 7 days.

Funding source: please select “ENG&IT Conference Travel Grant” or “CIS Match Amount” for the items you are wanting to be covered by this grant, even if the funds are to be paid to your supervisor.

Please select Supervisor Contribution, only if they are contributing on top of what is covered by the ENG&IT Conference Travel Grant.

Please see below a sample table that has been filled in:

Total Expenses: $5,080

Total Amount Requested: $2,000

Example of ‘Other’ Items you can include: Conference Registration fees

Items that would not be accepted: clothing/apparel, personal items e.g. sunscreen, deodorant, camera, laptop

• Graduate Researchers are able to access up to $2,000* during their candidature if they meet all eligibility requirements and provide all required documentation. CIS Graduate Researchers can access a match amount of up to $2,000* once they have used their $2,000 from the ENG&IT Conference Travel Grant allocation.
• *if Graduate Researchers had travelled in 2023 or prior and had accessed the total funds of $1,500 they are no longer eligible for any further funding. If Graduate Researchers had accessed less than $1500 for travel in 2023 or prior and undertake travel in 2024 or 2025, they are eligible for their balance + $500.
• If you have not received any funding and applying for travel that was taken in 2024, you are eligible for up to $2,000 if your application is received by 31 March 2025.

If your travel requires you to obtain a travel visa prior to travel, you may request reimbursement under these conditions.

Fee for the travel visa; and/or

If your home countries embassy is not in Melbourne, you can only claim travel to that city for travel visa purposes where it was not possible to engage a company to provide this service.  The University’s travel agent recommends the company CIBTvisas for travel visa services.  If your home country does not allow an agent like CIBTvisas to act on your behalf, of if the fee for the travel visa service would be higher than the total costs of travel to the Australian city to obtain your travel visa, please provide evidence to support your claim.  E.g. quote or letter from the travel visa company, or your home country embassy.

No. For the purpose of the Conference Travel Grant, reimbursement is calculated based on a return trip from Melbourne to the conference location. If you are travelling from another country, you will only be reimbursed up to the equivalent cost of a round-trip ticket from Melbourne (unless the amount is lower if travelling from a different country). This does not apply to students enrolled in a joint PhD program, who may be eligible for different travel arrangements.

If you cannot find the answer to your question, please contact engit-scholarships@unimelb.edu.au