Conference Travel Grant

PURPOSE

The GSA Conference Travel Grant intends to help offset the costs of travel or registration fees at professional conferences in which a graduate student is presenting original research findings—designed to provide financial assistance to all graduate students. Eligible students will receive up to $200 in reimbursement for registration or travel costs related to conference travel. Additional funding can be found through the Academic Senate.


ELIGIBILITY 

An applicant must be accepted to present original research data and have expenses not covered by other funding sources. Applicants who plan to attend a conference but are not presenting at that conference or who have complete funding for the conference through other sources (department, academic travel grant, etc.) are ineligible. 

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 2020-2021 academic year, you will not be eligible for funding during the summer of 2021.


LOTERY PROCESS

During the academic year, forty-five travel 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 about their application’s status no later than one 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 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 1.


APPLICATION WINDOWS 

Students must apply within application windows 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 beginning the first day of the quarter and are due by the fifth day after the first Monday of the quarter. For the 2020-2021 year, these application windows are as follows:   
 

IF YOUR CONFERENCE FALLS IN SUBMIT YOUR APPLICATION

July 1 – September 23

Accepted on a rolling basis

Fall Quarter (September 24 – January 3) 

September 28 – October 9

Winter Quarter (January 4 – March 28)

January 4 – January 8

Spring Quarter (March 29 – July 1) 

March 29 – April 2


GRANT APPLICATION MATERIALS 

To apply, please complete the GSA Travel Grant Application and email it to our VP of Financial Affairs. You will also need to 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
  • Tickets for travel costs, if you have them
  • Attendance proof once you have participated in the event (photocopy of your badge or a photo of you at the conference)

EMAIL GUIDELINES

Please save the application as a single .pdf file with your last name and just your last name when emailing your grant. Please attach all the necessary materials, except 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.


REIMBURSMENT 

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 a 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 the AS ticket office. Grants take anywhere from 2-6 weeks to process, and you will be informed when your check is ready. The ticket office can be reached at (805) 893-2064 to consult on a check’s status. If you cannot physically go to campus to pick up the check (for example, are spending the quarter working remotely), it is possible to mail your check. All mail requests are reviewed on a case-by-case basis, and checks will not be mailed to applicants who live in the Santa Barbara and Goleta area without extenuating circumstances.