Individual Funding

Funding for conference, competition, and activity travel is provided on a reimbursement basis for associated expenses, including registration fees, travel and lodging. Non-PhD students are eligible for funding up to the amount of $350 per academic year. However, all final reward amounts are contingent on the availability of funds per funding period. Non-PhD students are also eligible to apply more than once per academic year, but their total reward amount for that year cannot exceed $350.

PhD students should submit funding applications to the PhD Network. Their form is located here.

 

Steps To Get Individual Funding

1. Do you qualify for GSG funding?

You must be a current full-time graduate student requesting funding for costs associated with attending a conference. These costs may include airfare, transportation, lodging or conference registration. *Please note that GSG will not fund membership fees or optional events (dinners, etc.) at the conference. Please read the Individual Conference Funding Policy.

 

2. Application

  1. Completely fill out the Individual Funding Application (on Engage)
  2. Submit a Travel Funding Verification Form (electronic form) in addition to your Individual Funding Application

Applications must be received by the appropriate application deadlines. These are based on when you will be attending the conference.

Be aware that you must be very specific as to what expenses you would like to be reimbursed for. You will also be required to provide receipts once the activity has occurred. Please write your NU ID number on all forms and receipts.

PLEASE NOTE THAT THE APPLICATION DEADLINES COME WELL BEFORE THE DATES OF THE ACTUAL CONFERENCE.

 

3. Finance Committee Approval

Funding decisions are voted on by the GSG Finance Committee. These meetings determine eligibility and if there is sufficient funding for all applicants. Every effort will be made to provide at least partial funding to all applicants. Award amounts presented and voted on at the Finance Committee Meeting will be considered final. You will receive email notification of the meeting results (your approval status) AFTER the deadline of the funding cycle, as we process all funding requests at once.

 

4. Notification of Approval

Once your application is approved by the Finance Committee, an Award Letter will be sent to the mailing address you have provided (usually after the funding cycle’s deadline). This will confirm the breakdown of your total award and provide instructions for submitting proof of payment for your reimbursement. If there are any errors, or last-minute changes to your travel plans, the VP of Finance must be notified of any necessary changes to allocations (not to exceed the total award) prior to travel. Changes to an award will NOT be made after the student has traveled.

 

5. Authentication

In order to be reimbursed, authentication documents must be received by the appropriate deadlines.

This includes a copy of the original award letter with:

  1. Completed SABO Expense Reimbursement Voucher
  2. Appropriate Signatures (1. Advisor or Dept. Representative, 2. Registrar’s Stamp/Seal, 3. Student)
  3. Proof of payment for all expenses (example: credit card statement, bank statement)

Be sure to save all of your receipts from the conference. In order to process your award, we require documentation showing that you personally paid for all expenses being reimbursed. To receive reimbursement for airfare, you must also submit your boarding passes or other proof of travel.

 

6. Reimbursement

Once all documentation has been received by the GSG office, the information is submitted to the GSG advisor for approval and then on to the Business Office. Once processed by the Business Office, reimbursement checks will be sent to the mailing address you provided.

 

7. Individual Conference Funding Deadlines for 2019-2020

Funding PeriodConference DateApplication DeadlineNotification Date
1Jun-Jul 2019May 21, 2019May 31, 2019
2Aug-Sep 2019July 15, 2019July 31, 2019
3Oct-Nov 2019September 15, 2019September 29, 2019
4Dec-Jan 2019-2020November 15, 2019November 27, 2019
5Feb-Mar 2020January 17, 2020January 31, 2020
6Apr-May 2020March 20, 2020March 31, 2020

*Reimbursement date within 4 weeks of the conference’s end date

 

Important Notice

The GSG makes no promise to provide funding to applicants or to reimburse awardees. Awards to individuals for conference travel support are based on the available budget, the number of applicants, the information in the application, and other applicable information and considerations. Reimbursement to individuals is based on the validity of the receipts and the amount actually spent by the awardee.

Updated August 29, 2019