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GSC/OGS Travel Awards The GSC and the Office of Graduate Studies have allocated funds for helping students pay for travel expenses when attending conferences, meetings, and other events that are related to your field of study. The GSC has worked closely with the Office of Graduate Studies to help streamline the process of applying for travel funds. How much money can you get? How? Don't forget to read the guidelines listed below, or in .pdf form here! Guidelines Graduate Student Travel funded by The Office of Graduate Studies (OGS)& the Graduate Student Council (GSC) Travel reimbursements are funded by the Office of Graduate Studies for category A and from the Graduate Student Council for categories B & C. The funding is awarded on a first-come, first-served basis and only one award per student per academic year is allowed. (July 1- June30). Travel Reimbursement Requests can be made for the following: A. Travel to present work at a technical conference or professional meeting: Doctoral or Masters Degree candidates who have an accepted poster/paper presentation on their research at a technical conference or professional meeting. This award consists of reimbursement of expenses up to $400. Documentation required at time of application: conference name and website, copy of conference acceptance of the poster/paper presentation, title and author’s list for the poster/paper presentation. B. Travel to attend a technical conference or professional meeting: Graduate students traveling to professional meetings from which, as determined by their advisor, they will derive significant educational benefit, even though they may not be presenting work of their own. This award consists of reimbursement of expenses up to $200. Documentation required at time of application: copy of conference announcement or registration page that includes date and place of event, support statement from the applicant’s advisor. C. Travel to collect data for thesis or dissertation*: Graduate students traveling for the purpose of collecting dissertation or thesis–related data at laboratories (e.g. running experiments at national facilities) or doing research at specialized libraries or specific communities. This award consists of reimbursement of expenses up to $200. Documentation required at time of application: a brief statement of purpose and value of travel supported by applicant’s advisor. *For larger travel grants (up to $700) for data collection, students may apply to the “Graduate Student Research Award” competition held at the beginning of the Fall and Spring Semesters. Click here for more information. Procedures 1. Complete travel request form. Click here for the form. a. Completed forms should be sent
to the Office of Graduate Studies (OGS) with required documentation
(see guidelines above)
b. Forms must be received by the OGS at least 2 weeks prior to departure. 2. Confirmation of funding will be sent to traveler prior to departure – confirmations will be sent to department mailbox and/or via email. 3. When traveler has returned, a university “Travel….Expense Form” must be completed and sent to the OGS. Receipts for all expenses should be included with form. Only ORIGINAL receipts will be accepted. Receipts may included: print out of on-line air and or hotel reservation showing record of payment, paid hotel bill, boarding pass, receipts for taxi, meals, paid conference fee, etc. 4. In some cases the department and or a grant may offer supplemental payment to this award. However, ONE expense form should be used for the reimbursement of expenses for the same trip. 5. Form and receipts for reimbursement must be submitted within 2 months of return from travel. Except for special circumstances, if the form is not received during that time period, the grant may be forfeited. 6. If for some reason the trip is not taken, the OGS should be notified ASAP.
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