Welcome to the GSA's Travel Award Program
The Graduate Student Association offers limited financial support to graduate students attending professional conferences. There are several grant award periods per academic year (see below) and a student may only apply to and receive an award during one of these grant award periods per year. The GSA provides limited support for graduate student travel to professional conferences. Grants of up to $500 are provided to help students present papers and posters, participate in panel discussions, and attend conferences, lectures, and seminars that contribute to the enhancement of their programs of study. GSA Travel Grants may be applied to travel expenses only, and not to conference registration or organizational membership fees.
Please note that for our travel award application, you can submit your abstract or other registration information even if you have yet to be formally accepted to attend or present at the conference. You will need the actual registration confirmation/receipt when you fill out the Spend Authorization (Step 2).
Deadlines: Students may apply for only one grant per academic year. Applications will be considered during the separate travel periods, as outlined below.
For Travel Between The Listed Dates, Please Note The Application Deadline:
August 1 deadline = travel September 16 - November 15
October 1 deadline = travel November 16 - January 15
December 1 deadline = travel January 16 - March 15
February 1 deadline = travel March 16 - May 15
April 1 deadline = travel May 16 - July 15
June 1 deadline = travel July 16 - September 15
Application Instructions: Applications will be accepted no later than 5 pm on the day of the deadline. If the deadline falls on a Saturday or Sunday, applications will be accepted until the following Monday at 9 am. Incomplete applications will not be considered under any circumstances. Award recipients will be notified by email shortly after the application deadline. Recipients must complete steps 2 and 3 outlined below, in order to receive reimbursement. Failure to properly submit these forms within the designated timelines will result in forfeiture of the award.
Step 1: Complete A Travel Award Application
Your travel award application must contain the following items:
- Lodging paperwork
- Transportation paperwork
- Conference registration or Information on Registration if you have not yet registered or been accepted to the conference/workshop
- A letter from your advisor stating your presence at the conference if your are attending or an abstract of your work if you are presenting.
- You must list the entire costs of your trip, even though The Graduate Student Association will only award up to $500.00
(Note: All of these documents must be attached with your online application, otherwise it will be rejected).
- We have an example of a completed travel award application for you reference here.
- After you have submitted your award, you will be contacted via email regarding the status of your application, if notified that you have received the award, you will then proceed to fill out the Spend Authorization form in Workday (this is separate from the Travel Award Application).
Step 1b: File A Travel Award Appeal
If you are not approved and would like to file a Travel Award Appeal, fill out the Travel Appeal Form and return it to the GSA office (JCSU 302) within 14 days of receiving your notification letter.
(Note: Recipients must complete steps 2 & 3 as a part of receiving a travel award from the Graduate Student Association).
Step 2: Complete A Spend Authorization in Workday (formally known as a Travel Request)
Fill out the Spend Authorization in Workday. Additional information on completing the spend authorization is emailed to you along with your award confirmation. The Travel Request Form is a separate form from the Spend Authorization. The online Spend Authorization form in Workday must be completed and routed for approval before travel can be taken.
If you are traveling internationally you must fill out and submit an International Travel Authorization Request Form to the risk management office (This office is located inside the human resources building on Artemisia way). This form must be approved before travel can be taken.
Your spend authorization will need the following information included or attached:
- Lodging Confirmation Paperwork (Showing you have actually registered to stay somewhere that shows check in and check out date, unless you are staying with a friend in which a memo will suffice).
- Transportation Paperwork
- Conference Registration (Proof showing you actually registered for the conference and have paid).
Step 3: Complete an Expense Report in Workday (formally known as a Travel Claim)
Once you have taken your travel, you are required to fill out an Expense Report in Workday within 15 days of your return.
Your Expense Report must include or attach the following information:
- Method of Travel Invoice (This will either be your plane booking, or car rental booking, if you are riding along with a friend please include a memo that states your are riding as a passenger with someone else).
- Lodging Invoice (You must turn in the final invoice received upon check-out from your hotel at the end of travel).
- Conference Schedule (This is a schedule that lists the details of your conference).
- A copy of your conference registration form.
To fill in your pier Diem amounts please visit www.gsa.gov (For rates select the heading "travel", then proceed to the link "plan a trip."
Frequently Asked Questions:
Q: I applied for and received a travel award in the Feb 1 cycle deadline. I am traveling to another conference over the summer - can I apply for another travel grant during the May 15 cycle for my summer travel?
A: No. These two travel awards fall within the same academic year and you can only receive one travel award per year.
Q: I received a travel award in the May 1 award cycle for travel in August. I will be attending another conference in October - can I apply again for the Sept 15 deadline?
A: Yes, you can apply for another travel award because September is the beginning of a new academic year.
Q: I was only approved for $400, can I appeal for a higher amount of money?
A: No, appeals are only used for travel awards that are rejected. Funding amounts are not negotiable and are always based on the current level of funding available In the GSA.
Q: May I request a travel advance from the GSA?
A: No, the GSA travel awards only provide reimbursements. Your department or other funding sources might provide travel advances but any funding provided by the GSA will not be available as an advance.
Q: Since being approved for my travel award, I have been invited to attend a different conference, am I allowed to change my travel plans?
A: In most cases, yes, as long as the new conference is within the same award period; however you must submit the changes on your travel request form and have this approved by the GSA office before your travel is actually taken.
Q: What should I do if the registration for the conference I plan to attend does not open until after the travel award application period closes?
A: Please take a screenshot showing when actual registration will open along with an estimated cost for the registration.