SRP Conference Award Policy
The Student Research Program (SRP) offers this Conference Awards to provide financial assistance and recognition to all currently enrolled NON-CSTP/PSTP/MSTP/OMF medical students at the University of Pittsburgh School of Medicine (UPSOM). Only students who are the presenting author on a paper or poster related to their Longitudinal Research Project (LRP) listed on their elentra portfolio are eligible to receive this LRP Conference Award. Awards can also be given for PREP or DSRP related work if the presented work is for the same general topic and with the same mentor as a student’s LRP listed on their elentra portfolio.
LRP Conference Awards can be used for registration, lodging and transportation to meetings. Each approved submission will receive up to but will not exceed $500 per submission. Please also be aware that you can apply for this travel/conference award until you reach the $1,000 threshold during your enrollment at UPSOM. Graduates can only apply for this award if the conference takes place before the end of May in the year they graduate. After that date graduates are ineligible for this award. Students are directed to the University of Pittsburgh policies for allowable per diem travel expenses (www.gsa.gov), which will be followed for the LRP Conference Awards. An applicant attending an event in Allegheny County is eligible to receive reimbursement only for registration.
Students who want to apply to the SRP conference award are REQUIRED to:
- Apply no later than 3 weeks prior to the start of the conference. Please be advised that all submitted applications must be approved by the Research Deans, no later than 2 weeks prior to the start of the conference. Applications received less than 3 weeks prior to the conference, as well as applications after the conference, will not be accepted.
- Acknowledge the UPSOM SRP for support in the presentation (oral or poster).
The Research Deans will grant conference awards on a competitive basis after review. Students will be notified of the status of their application within 1 week of submission. You will receive an email with full instructions on when and how to submit receipts. Conference award applications will be accepted throughout the year. Please see below for list of other conference award opportunities at the University of Pittsburgh.
APPLICATION PROCESS
Please submit the following documents via email to Pamela Harlow (plh18@pitt.edu):
Proof of Participation
If you are giving an oral or poster presentation, you must submit proof that your work has been accepted at the conference and a copy of the abstract, both in .PDF form. Pictures will not be accepted.
Mentor Letter
Please obtain a letter from your mentor stating:
- An acknowledgement for this Conference Award application.
- Confirmation that the application has been reviewed.
- For applicants who are co-first authors or co-presenters, a statement describing the contribution of the student applicant to the work presented.
Other support received or pending
Please list in your application email all other agencies and organizations (including those from the University of Pittsburgh) from whom you have received or applied for financial support to defray costs for conference attendance and travel. Indicate the amount of the conference award (received or pending) and the total cost allowable travel expenses (see above).
If approved, the following are documentation of expenses receipts which will be required after conference has ended. The only acceptable receipts must show you were the person that paid for this expense, with the payment method clearly shown. If they are in another person’s name payment processing will not accept these receipts and the reimbursement will be denied.
Registration - receipt of registration in .PDF form which shows you are the person that paid for the expense and clearly lists payment method. Send your receipt in .PDF form. Pictures will not be accepted.
Lodging - payment receipt in .PDF form which shows you are the person that paid for the expense and clearly lists payment method. Pictures will not be accepted. Please be aware that you cannot split hotel fees with another person.
Travel - plane/bus/train – payment receipt in .PDF form which shows you are the person that paid for the expense and clearly lists payment method. Pictures will not be accepted. Airfare receipts must show ticket number. Please be aware that if you use points this is not reimbursable.
No payment can be made prior to conference attendance (live or remote). Once the conference has officially ended, please submit the required receipts in .PDF form (pictures will not be accepted) to Pamela Harlow via email (plh18@pitt.edu). All receipts must show your name, along with payment clearly listed. Please be aware that you are only allowed to be reimbursed once, per receipt, if receiving funding from multiple sources.
Other Conference Grant Opportunities at the University of Pittsburgh
- Graduate and Professional School Student Government ($400 maximum): http://gpsg.pitt.edu/services/travelfunding#step1
- UPSOM Student Executive Council ($350 maximum): https://www.medgroups.pitt.edu/conference-funding-2/
Updated 2/2026