Individual Conference Funding

> Individual Conference 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 $375 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 $375.

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 the Advisor Approval Form (virtual conference attendees) or the Travel Funding Verification Form (electronic form) in addition to your Individual Funding Application

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 MUST BE RECEIVED AT LEAST 4 WEEKS PRIOR TO THE CONFERENCE DATE.

 

3. Finance Committee Approval

Funding decisions are voted on by the GSG Finance Committee. 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.

 

4. Notification of Approval

Once the application is approved or denied by the finance committee, you will receive a notification email from ENGAGE/CAMPUSLABS
The comment section will include:
– Amount approved
– PDF of Guidelines for reimbursement application
– Forms for appropriate signatures for reimbursement application

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 submitted to SABO when applying for reimbursement. This includes:
1. Completed SABO Expense Reimbursement Voucher
2. Appropriate Signatures (1. Advisor or Dept. Representative, 2. Registrar’s Stamp/Seal, 3. Student) [Can be found in the PDF that is attached in the approval comments on Engage]
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.

 

Important Notice

We will try our best to fund your conference travel but it is subject to 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 and is handled by SABO.

Updated November 30, 2022