The Conference Trip Planner

What a conference really costs a PhD student: the whole trip, only the funding that is promised, the cash you carry before reimbursement, the trip in months of stipend surplus, and the writing days it takes

PhDGrind's Conference Travel Budget Calculator adds up the lines you give it and takes off your funding. Its own FAQ admits what it cannot show: reimbursement usually comes after the trip, so the whole amount leaves your account first. It also cannot know which lines you forgot, which funding is only applied for, or what the trip does to your stipend month and your writing weeks. The Conference Trip Planner puts the site's tools in order for one trip. In its worked example, a quick estimate of a three-day conference reads $1,564.00 and, with a grant and an award counted, $514.00 out of pocket. Counted as the five-day trip it is, with only the promised grant, it is $1,521.84, and $2,271.84 is carried until the reimbursement arrives: 7.7 months of a $200 stipend surplus. The planner then asks for the grant to be paid direct, prices a lean version, and finds the one figure ($259.92) to ask the lab for, and it counts the seven writing days the trip takes (370 to 391 words a day). Every figure is computed from the site's own calculators and tagged as an example; funding rules are your university's and your funder's, stipend taxation varies (check locally or with your university), nothing is tax or investment advice, and a pace plan is a plan, not a finish date. You get a 23-page printable PDF: seven steps, a trip budget sheet, a float calendar, a claim log, a months-of-surplus table and a quickstart, plus a personalised sheet worked from the numbers you enter in the calculator you came from.

What’s inside

The full contents of The Conference Trip Planner: count the trip, fit it to your year, and the working pages

Step 1, The Whole Trip Rule: an example three-day conference counted as a quick estimate and as the whole five-day trip, line by line

The Whole Trip Rule: every day away and every line counted, room taxes, bags, transfers, the membership and the poster
The Promised Money Rule: funding counted only when awarded, at what its caps and per diem pay on your receipts
The Pay-It-Direct Rule: the float on a calendar, and the grant asked to pay before you do
The One Month Floor: the trip in months of stipend surplus, and the float against savings above a month of costs
The Writing Days Rule: the days a trip takes out of the thesis, and the new daily quota, revisions kept back
The Three Answers Rule: go, go lean or ask for one number, or not this one
The Claim-in-a-Week Rule: receipts, the claim, a chase date, and the year's conference line
The trip budget sheet, the float calendar and the claim log (printable)
Months of surplus at a glance, and words a day by writing days left
The quickstart, and a personalised sheet worked from your own calculator figures

Plus a second PDF, worked out for you

Run one of the free calculators first and buy from that page, and this sheet is computed from your own figures. Buy from here and the pack still arrives complete — the sheet simply has no numbers of yours to work from yet.

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