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Conference Support Awards

Small awards (of up to £150) are available to help support the extra child-care or other caring costs associated with attendance at conferences. Awards are available for academic staff, research active staff, and those in appropriate support or administrative posts.

The Conference Support Awards fund was established in recognition that conference attendance is important both for individuals and for the wider Warwick community, yet it invariably involves an extra burden of child-care/caring for those with children and/or caring responsibilities.

Please note that claims are limited to one claim per trip and two claims per person per academic year, and can only be claimed retrospectively for a maximum of three months after the conference. Read more about applications and submit your application below.

For successful applications, a very brief follow-up report will be required as to whether the money actually made a difference to the applicant and whether there are any future funding applications that can be ascribed to it. Read more about how to make an claim and submitting a follow-up report below.

If you would like more information about Conference Support Awards and can't find what you need here, contact us and let us know.

 

HMRC Compliance

According to HMRC guidance, childcare costs can be reimbursed tax and National Insurance-free if they are connected with 'work-related training'. This is defined as any training course or other activity which is designed to impart, instil, improve or reinforce any knowledge, skills or personal qualities which are, or are likely to prove, useful to the employee when performing their duties or will better qualify the employee to undertake the employment.

As one would presume that the University would only support anyone attending a conference which meets these criteria we conclude conference attendance qualifies as work-related training.

 

Applications

The fund is applicable for academic staff, research active staff, and those in appropriate support or administrative posts.

Applications should be submitted on the form below, stating why you need additional support and outlining your normal child caring arrangements.

Applications will be accepted on a rolling basis until the available money is used up. The applications will be assessed by Sandra Beaufoy (ED&I Manager) who along with Claire Algar (ED&I Officer) can also provide helpful advice and respond to queries. If you have any questions for Sandra or Claire, contact us and let us know.

When you are ready, please apply using the form below.

 

How To Make a Claim

  • Go to Concur at warwick.ac.uk/concur.
  • Select expenses type 'Conference fee' or 'Travel'.
  • Put the business purpose as Athena Conference Claim/Name of Conference/Date of Conference.
  • Attach receipts. Please note all receipts provided must be on official company paperwork and signed where applicable.
  • Then click the 'Allocate' button (bottom right corner) and type the costcode 69TUEQ02.
  • Add a comment for your approver to 'approve and forward' to Sandra Beaufoy s dot beaufoy at warwick dot ac dot uk.

You will receive a confirmation email once the claim has been approved.

If you have any problems making a claim, contact us and let us know.

 

Follow-Up Report

For successful applications, a very brief report will be required as to whether the money actually made a difference to the applicant and whether there are any future funding applications that can be ascribed to it. You can submit your follow-up report using the form here.

 

Feedback from staff who have utilised a Conference Support Award

“Conference attendance is an essential requirement for anyone in building a prosperous research career... This can put me ahead of the field. I certainly find the most challenging juggling act of academia and family life is the attendance at conferences. This fund can help me and others to relieve a little of this pressure, and is a very positive step forward for Warwick.”

"Without the money, I would have had to make a choice whether I would attend the workshop leaving my daughter behind or whether not to attend the workshop so I can be with her. Given that she is just 15 month old, leaving her behind would not have been an option for me. Hence, without the money, I would not have been able to go."

"The additional child care cost covered by the grant meant I did not have to choose between my daughter and the workshop."

 

Apply

Please note that claims are limited to one claim per trip and two claims per person per academic year, and can only be claimed retrospectively for a maximum of three months after the conference.

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This form will be used to manage applications to the Conference Support Awards. Your application will be recorded and associated with your name and email address, the data will not be used for any purpose other than application management. You can read our full Privacy Statement at www.warwick.ac.uk/equalops/privacystatement
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