Travel Grant Application: PDF
NOTE: Read each section below carefully. If you fail to follow any of these instructions, your check will be delayed significantly.
Deadline
You must submit the paperwork for the A&S GSO travel grant (as well as the GPSA and A&S PBC and Alumni grants) within 60 days of the first day of the conference. If you are out of the country during the deadline, you must notify the A&S GSO Administrative Assistant before the deadline passes.
Eligibility
To be eligible for the A&S GSO Travel Grant you must have been enrolled as an A&S Graduate Student at the time of your travel.
The only travel that the grant currently covers is for travel to an academic conference to present a paper or a poster, or to participate in an interactive workshop. For a workshop to be considered you must be presenting original research and you may not be receiving course credit. This option mainly applies to students in the Humanities for writing or performances who have been invited to participate. The A&S GSO Travel Grant does not currently cover travel for any other purpose, including research, courses at other Universities or job fairs. However, the GPSA Travel Grant does cover travel for activities such as research travel. Please see their application (ignore the website which says research travel is not eligible, click on the application link for more information about research travel.)
A&S Grad Students are eligible for $150 every 4 years (starting January 2005) as counted from the semester that you first applied. Please note that the Finance Committee will review this requirement each year and based on the available funding it may be changed. You may split the $150 among several different conferences if you like. If you have received an A&S GSO grant prior to January 2005 you are still eligible for this new grant.
Additional grants you are required to apply for
In order to receive the A&S GSO travel grant you must also apply for the GPSA Travel Grant and A&S PBC & Alumni grants. If you are not eligible for either of these two grants you must explain why on our application. All paperwork and receipts for a trip must be submitted on the same University Travel & Business Expense report (T&B Form) so you must walk the paperwork around to all the applicable offices. A&S GSO will not be responsible for paperwork sent through campus mail. See Order for Paperwork below.
It is YOUR responsibility to find out whether you are eligible for these other grants. Please contact the GPSA and A&S PBC directly if you have any questions about their grants.
Graduate and Professional Student Organization
See the GPSA website for their eligibility requirements and application. Grants are between $150 - $300 depending on whether you are attending or presenting at a conference. They also support travel for academic research.
A&S-PBC and Alumni Travel Fellowship
See the A&S PBC & Alumni Travel Fellowship application for eligibility and application. Grants are for $300. Students in Master's programs are eligible for one A&S PBC & Alumni grant during their academic career; students working on a Doctorate are eligible for two. You must have completed at least 18 credits to be eligible. Students from the Philosophy and H.P.S. departments are not eligible because they have a separate funding source. Please contact your department. Also, students with a GSR appointment that includes travel money may not be eligible. Please contact the A&S Grad Studies Office for more information at (412) 624-6094.
Materials you are required to submit
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Proof of participation
Most people submit a program listing their paper or poster. A name tag might also work.
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Original receipts
- ALL expenses must be supported by ORIGINAL receipts. (A&S GSO will not reimburse you based on a per diem rate.)
- Translate any receipts not in English
- Tape any loose receipts to letter size paper for photocopying
- You may claim mileage ($.405/mi) or gas but not both. This website lists roundtrip mileage for nearby cities.
- You will not be reimbursed for more money than you have receipts even if you are eligible for multiple grants. Your receipts also may not exceed standard University per diem rates for the city you are traveling too.
- A note about food: A&S – GSO will reimburse you for food if you have receipts for every meal. A&S PBC and Alumni will not reimburse you for any food. GPSA will reimburse you for food on a per diem basis as long as you have at least one receipt for every day.
Order of Paperwork
All receipts for a trip MUST be filed on the same Travel and Business Expense (T&B) report if you are receiving travel money from multiple sources. If you are receiving money from your department or another source please have your department complete and sign-off on the T&B and bring the completed form to 5141 Sennott for additional signatures. We advise you to hand carry paperwork rather than sending it through campus mail. As a courtesy, A&S-PBC will forward your paperwork to us and we will forward your paperwork to GPSA for you but you are responsible for ensuring that paperwork from your department or other campus office reaches the appropriate office.
- Department / Advisor / Research Grant
- CLAS / China Council etc.
- A&S PBC & Alumni (5141 Sennott)
- A&S GSO (5141 Sennott)
- GPSA (628 WPU)
