Conference Travel Grant

Purpose

The GSA Conference Travel Grant is intended to help offset the costs of travel or registration fees at professional conferences in which a graduate student is presenting original research findings. It is designed to provide financial assistance to ALL graduate students. Eligible students will receive up to $200.00 in reimbursement for registration or travel costs related to conference travel.

Additional funding can be found here through Academic Senate: apply here.

Eligibility

In order to qualify, an applicant must be accepted to present original research data and have expenses NOT covered by other funding sources. Ineligible students are those who plan to attend a conference but are not presenting at that conference and/or who have complete funding for the conference through other sources (department, academic travel grant, etc.). 

Travel grants are ONLY available ONCE per academic year. The “academic year” includes the summer after the spring quarter. For example, if you get a travel grant during the 2017-2018 academic year, you are not eligible for a grant during summer 2018.

Grant Lottery Process

During the academic year travel 45 grants are allocated each quarter. Eligible applications will be chosen randomly using a lottery system after the application process has closed. Late applications are not accepted. Applicants will be informed via email as to the status of their application no later than 1 week after the application deadline.

Application Deadlines

Applications are accepted for review at the beginning of the quarter in which the student will attend the conference.  Please refer to the Application Window table below in order to confirm when you need to submit your travel grant.

During the summer quarter travel grants are given on a first-come first-serve basis starting July 1st.

Application Windows

Students must apply within application windows in order to receive funding. Funding will not be granted retroactively. Summer applications are accepted on a rolling basis starting July 1. For the academic year applications are accepted starting the first day of the quarter and are due by the 5th day after the first Monday of the quarter.

For the 2017-2018 year, these application windows are as follows:

                    

IF YOUR CONFERENCE FALLS IN

SUBMIT YOUR APPLICATION

July 1–September 27

Accepted on a rolling basis, beginning July 1

Fall Quarter (Sept 28–Jan 7)                                                      

October 2–6

Winter Quarter (Jan 8–April 1)

January 8–12

Spring Quarter (April 2–July 1)

April 2–6


Grant Application Materials


To apply, please complete this GSA Travel Grant Application and email it to gsavpbudget@gmail.com . You will need to also attach the following documents to the travel grant application.

  • Confirmation of your acceptance to present
  • An abstract of the paper/project to be presented
  • A receipt of conference registration fees
  • Receipts for travel costs, if you have them
  • Proof of attendance once you have participated in the event (photocopy of your badge or a photo of you at the conference)


Email Guidelines


When emailing your grant, please save it as a single PDF file as your last name, and just your last name. Please attach all necessary materials, with the exception of proof of travel, which must be submitted after the conference. Proof of travel most commonly includes a photograph of the student presenting or a photograph of the student’s conference badge.

Due Date For Final Documentation


All final documentation (receipts, proof of attendance, etc.) must be received by the last day of the quarter for which the grant was applied for. Any grants that do not receive all documentation by the end of the quarter will be revoked and the corresponding funds rolled into the next quarter.

Reimbursement

You will be reimbursed after you return from your conference with proof of your travel. GSA has allotted 45 travel grants per quarter. Any grants which are not allocated during that quarter (e.g., due to low number of applications or revoked grants), will be rolled over to the following quarter’s pool of grants. All documentation must be received by the last day of the quarter for which the travel grant was applied for or the grant will be revoked.

Awards are disbursed through BARC. You will be reimbursed however you are set up through BARC. For example, if you are a TA and have direct deposit set up, your grant will also be direct deposited. Grants take anywhere from 2-6 weeks to process.