Travel Grant

The GSO Travel Grant Program provides funding to graduate students in an effort to defray the cost of attending academic and professional conferences. Travel grants are awarded on the basis of merit, and are intended to partially reimburse transportation, lodging, registration, and membership expenses. The GSO Grant Committee makes final decisions concerning all awards. To do so, all applications are graded on a rubric. The committee does not make comments on applications, and will not disclose the details of a specific application’s decision.

Not all students who complete the application will receive a grant. Grants are never more than $500.

The Grant Committee is overseen by the Graduate Student Organization Senate. The Travel Grant program is funded by the Graduate Student Activity Fee, which is paid by each main campus enrolled, matriculated graduate student at Syracuse University. These students are eligible to apply for the travel grant. Questions about the program should be directed to gsotravelgrant@syr.edu. More information on the use of the student fee can be found on the budget page.

Applications will be accepted on a rolling basis, with deadlines approximately monthly. The Grant Committee meets once after each deadline to consider all applications received by that time. For all deadlines, you must start your travel on or after June 1, 2016 and before August 27, 2017. Travel after that date will be considered in the next academic year. In addition, for any travel occurring after June 1, 2017, you may apply next academic year.

Deadlines for Applications:

  • September 15th, 2016
  • October 15th, 2016
  • November 15th, 2016
  • January 15th, 2017
  • February 15th, 2017
  • March 15th, 2017
  • April 15th, 2017

Application

The Travel Grant Application can be found online at our Travel Grant Application page. Please fill out the student form, in addition to submitting a letter of recommendation from your advisor or other faculty member. There are a number of guidelines to consider when filling out the form:

  1. The applying student must be a main campus enrolled, matriculated graduate student at SU, both at the time of submitting an application, and at the time of travel.
  2. Students must be applying for funding toward attendance at an academic or professional conference, case competition, workshop, or other similar event.
  3. Applicants will be given higher consideration if they are the first author or primary presenter for a presentation at a conference, or a professional student attending a conference.
    1. Professional students are defined as those students whose degrees are considered professional by the university and/or whose purpose is training for a specific profession. Examples of these include, but are not limited to, Business Administration (MBA) and Architecture (M.Arch).
  4. All applicants are required to request funding from other sources, such as their department, advisor, college, etc. Students should not be dependent solely on GSO subsidies since these funds are not guaranteed. You do not have to be successful in your requests for funding, so long as you have attempted to find other sources.
  5. Additional weight will be given to applicants who have made efforts to reduce their costs and find additional sources of funding toward their travel.
  6. Meals and food are not reimbursable expenses.
  7. Each student is eligible to receive one travel grant per academic year. If you apply unsuccessfully, you may apply for a different conference in the same academic year. The academic year is defined as fall semester through the summer sessions of the following calendar year.

Applicants will be notified of the status of their application within approximately 21 business days of the deadline.  Students who are awarded funds must seek reimbursement of expenses.  The GSO cannot pay for these expenses directly.

Guidelines for Travel Grant Reimbursement

  1. Travel Grants are classified as taxable income by the IRS. Some international students may have part of the award withheld by the university for income tax purposes.
  2. The student who received the reward is the only individual who can be paid out from that award.  The GSO can only reimburse for actual expenses incurred by that student.
    1. The student’s department, college, or school may also be reimbursed for travel expenses incurred by that student.
  3. Before any reimbursements can be issued, the GSO Comptroller must receive proof of registration at the conference.  For presenters, documentation indicating said presentation must also be submitted.
  4. To receive reimbursement, the student must submit the following:
    1. Original, itemized receipts or bills
    2. A GSO Request for Payment form
  5. All receipts that are not themselves 8×11 in size must be taped to an 8×11 sheet of paper. Only original receipts will be accepted for reimbursement.
  6. All reimbursement paperwork should be submitted to the GSO Comptroller.
  7. Reimbursement paperwork must be submitted within 30 days of completing the travel, or the award is forfeited. Please email the Financial Secretary is you cannot meet this deadline.

If a department, college, or school made payments on the student’s behalf, the same procedure should be followed, but specifying payment to the relevant university unit instead of the student.