We are excited to continue to provide an accessible and inclusive conference for everyone. For more information about the bursary or to apply, click below!
Claiming Expenses
The maximum bursary amount for all travel, accommodation, and subsistence related to attendance at RSECon 2026 is £500 per person for UK bursaries and £1,000 per person for international bursaries. Additionally, a separate hidden costs bursary of up to £500 is available to cover expenses that are not covered by standard funding opportunities. Claims can be submitted as soon as expenditure is incurred to [email protected], including a completed copy of the Society’s expense claim form, supported by PDF documents or scans of itemised receipts wherever the supplier can reasonably be expected to provide one. To convert currency into GBP, please use https://www.xe.com/.
We recognise the importance of prompt reimbursement for those receiving bursaries and will pay all valid claims within 2 weeks of receipt. Note that you can claim as soon as you incur the expenditure - you do not need to wait until after the conference.
We completely understand that not everyone is in a position to pay upfront and wait for reimbursement. If you need your bursary paid in advance of booking travel or accommodation, that’s absolutely fine, just let us know by emailing [email protected] once you receive confirmation of your bursary award, and we’ll arrange this for you.
Permitted Expenses
Hotel Accomodation
The accommodation should be of modest status. Reimbursement will be made for the cost of the room and breakfast. Please note that items of a personal nature, such as alcoholic drinks, minibars in hotels, newspapers, DVD rentals, etc., will not be reimbursed. Where these are included in the bill, the costs must be deducted by the claimant prior to the submission of the bill for reimbursement.
Subsistence
Only expenditures supported by original itemised receipts where the costs incurred are reasonable will be reimbursed. A modest evening meal allowance of £25, including soft drinks, is allowable. Please note that __no alcohol__ will be reimbursed. Where any meals, including drinks or snacks, are not taken in the hotel, separate original itemised restaurant receipts should be obtained.
Hidden Costs
We recognise that attending a conference involves costs that go beyond travel, accommodation, and registration, and that these costs are not always predictable or covered by standard funding opportunities. We want to ensure that financial barriers of this kind do not prevent people from participating.
Examples of costs that may be considered under this category include, but are not limited to:
- Visa costs
- Childcare
- Wheelchair or mobility aid hire
- Costs associated with bringing a carer, personal assistant, or support worker
- Accessible transport where standard options are not suitable
- BSL interpretation or captioning services
Each claim under this category will be considered on a case-by-case basis. If you are unsure whether a cost is eligible, please get in touch with our EDIA team ([email protected]) before submitting your claim.
Travel
We ask that travel be booked at the most economical rate available; for example, standard class rather than first class. If you have a specific reason for needing a different option, please include an explanation with your claim.
Rail
You should ensure that the most economical class of travel is used. In general, this will be a standard class period return, but please investigate whether day return tickets or ‘savers’ may be available at a lower cost. If first or business class travel is purchased without prior agreement, reimbursement will be made at the standard class equivalent only, unless evidence of extenuating circumstances is submitted with the claim.
Flights
Airfares are reimbursed for economy class only. There is one exception to this: medical grounds (for which a GP letter must be provided). Payment of air travel in the UK may be approved, provided the overall cost does not exceed that of rail travel, unless the saving in travel time is very significant.
Milage
Full details of the journey should be shown on the expenses claim form. Please supply receipts for fuel used.
Hire Cars
Payment for hire cars in the UK may be approved, provided the overall cost, including petrol, does not exceed that of rail travel, or other reasons make rail travel inappropriate. Reimbursement of petrol will be made on the provision of fuel receipts.