Travel grant program
The Graduate Student Association (GSA) offers limited financial support to help graduate students attend professional conferences that contribute to their academic and professional growth.
Grant Amounts
- Up to $500 for domestic travel
- Up to $750 for international travel
Funds may be used only for travel expenses (transportation, lodging, meals and incidentals (per diem), conference registration fees, *poster printing (with prior GSA approval))
Membership fees and expenses paid with reward points are NOT covered.
*Poster Printing Guidelines
- Over $50: Requires a print release (UAM 4714)
- Under $50: Use the P-Card or purchase order (UAM 1507)
- Design Requirement: Poster must include the University of Nevada, Reno and Graduate Student Association logo.
- Must have prior approval from GSA, please email gsa@unr.edu to discuss this further.
General Application Guidelines:
- Grant Funding Period: August 1st - July 31st
- Travel must conclude while the student is still actively enrolled.
- Applications must be submitted at least two weeks before the date of departure to be considered for the Travel Grant.
- Please allow up to 10 business days from the date your application is submitted for a response. Business days are considered Monday - Friday.
- Each qualified applicant is allowed to receive 1 GSA Travel Grant per year i.e. one cannot request 2 grants for 2 separate conferences/workshops during the GSA funding period to meet the max amount of a GSA Travel Grant.
Eligibility
Eligible:
- Currently enrolled graduate students in an eligible on-campus programs. The program must pay GSA fees through registration.
Not Eligible:
- Medical School
- Justice Management
- Judicial Studies
- Fully online programs
- Undergraduate students (should visit the Undergraduate Research Office [https://www.unr.edu/undergradresearch/opportunities/travel] for more information.)
How to apply for a travel grant
Applying for a GSA Travel Grant is a three-step process. First, submit a complete online application with all required travel documents and cost estimates. Applications must be submitted all at once to be considered. If approved, you’ll receive an email and move on to Step 2: completing a Spend Authorization in Workday to officially approve your travel before you go. After your trip, finish Step 3 by submitting an Expense Report in Workday within 15 days of returning, in order to receive your reimbursement.
To apply for the GSA Travel Grant, please submit all required documents together using the online application form.
Your Application Must Include:
- Lodging estimate or confirmation (hotel reservation, price quote, etc.)
- Transportation plan or estimate (flight search, mileage estimate, etc.)
- Conference registration or proof that you submitted your registration (even if you haven’t been accepted yet)
- A letter from your advisor (if you're attending a conference or workshop) or an abstract of your presentation (if you’re presenting)
- A full cost estimate of your trip, even if the total is more than the amount you’re applying for
Important: All documents must be submitted together in one application. Incomplete applications will be automatically rejected.
What Happens After You Submit:
Once you’ve submitted your application, we’ll contact you by email with your application status.
If you’re approved for the travel grant, you’ll then move on to the next step: completing a Spend Authorization in Workday (this is a separate process).
Once you’ve received your Official GSA Travel Grant Letter via email, showing your name and amount granted for travel, your next step is to complete a Spend Authorization in Workday.
What to Do:
- Identify a designated individual within your department who can assist with the Workday process. Your Faculty Advisor or Department Chair can help you determine the appropriate point of contact. If your department does not have someone assigned to this role, the GSA Office can provide assistance if necessary, please email gsa@unr.edu to schedule your appointment.
- Log into Workday
- Complete a Spend Authorization [https://www.myworkday.com/nshe/d/task/2997$1212.htmld?maskContext=43723$1] for your upcoming trip.
What to Attach in Your Spend Authorization:
- Lodging confirmation
(Include documentation with your check-in and check-out dates. If you’re staying with a friend or family, a short memo explaining your lodging will work.) - Transportation confirmation
(Flight booking, mileage estimate, bus ticket, etc.) - Conference registration confirmation
(Proof of registration and payment, or a confirmation email showing you’ve registered.) - GSA Travel Grant Letter
(Official letter showing your name, travel grant amount, and the GSA account that will be charged.) - Student Business Travel Certification Form
(Must be signed by your advisor.) - *** International Travel Authorization Form (Only required if you are traveling out of the country.)
Important: This step is separate from your Travel Grant Application. Make sure to complete this before your trip so your travel is officially approved!
*** Steps to Complete International Travel Form:
- Check the Department of State [https://travel.state.gov/en/international-travel/travel-advisories.html] website to determine the advisory level of the country and region you are traveling to.
- Determine whether you are traveling as a student or an employee. If you are paid as a graduate assistant (GA/GRA/GTA) and your trip is for work duties, you may fall under Graduate Teaching / Research Assistant travel (handled like an employee). Otherwise, you are probably traveling as an Individual Student. Once you have determined your applicable travel category, you can access the required documentation on the Department of Human Resources International Travel Procedures [https://www.unr.edu/hr/employee-resources/international-travel]
- Email complete form to bcnrisksm@unr.edu a minimum 30 days before travel. International travel is not approved until the traveler receives an email confirmation from the BCN Risk Management.
Once you have taken your travel, you are required to fill out an Expense Report in Workday within 15 days of your return.
What to Do:
- Having identified a designated individual who can assist with the Workday process in Step 2, refer back to this person for guidance in completing the Expense Report in Workday. This may be someone within your department identified by your advisor or Department Chair, or, if your department does not have an assigned contact, a representative from the GSA Office can potentially help, please email gsa@unr.edu to schedule an appointment.
- Log in to Workday
- Complete an Expense Report [https://www.myworkday.com/nshe/d/task/2997$995.htmld?maskContext=43723$1]
Documents to Attach:
- Lodging confirmation
(Must show check-in and check-out dates. If you stayed with a friend or family member, a simple memo will work.) - Transportation confirmation
(Flight receipt, mileage log, or transit ticket.) - Conference registration confirmation
(Proof that you registered and paid.) - GSA Travel Grant Letter
(Shows your name, the granted amount, and the GSA account used.) - Student Business Travel Certification Form
(Signed by your advisor.) - *** International Travel Authorization Form
(Only required if you traveled outside the U.S.)
How to Calculate Per Diem:
- Go to www.gsa.gov
- Click on “Travel”
- Select “Per Diem Rates”
- Enter your destination
- Choose “Calculate Per Diem Allowances”
- Select your travel dates and destination country
Final Step:
Once everything is complete, submit your expense report through Workday for reimbursement.
Frequently asked questions
Q: I applied for and received a travel grant for travel in February. I am traveling to another conference in May. Can I apply for another travel grant to cover the cost of May travel?
A: No. These two travel grants fall within the same academic year GSA funding cycle, and you can only receive one travel grant per cycle. This applies even if you did not use the May travel grant in entirety.
Q: I received a travel grant in May. I will be attending another conference in October - can I apply again for a grant for October travel?
A: Yes, you can apply for another travel grant because August is the beginning of a new GSA funding cycle.
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 grant only provides 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 grant, 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 GSA funding cycle; 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: How much time does it take to get reimbursed?
A: There are no exact time frames for reimbursements. The process depends on the GSA and Accounting Office’s workload and schedule. Unfortunately, we can’t provide a specific timeline for when the reimbursement will be completed.