Travel Grants

What is a GPSG Travel Grant?

The GPSG Travel Grant program was established to provide financial assistance and recognition to graduate and professional students who have participated in academic conferences. Students may apply for a GPSG Travel Grant during the first ten days of the month following their conference.*

Students are eligible for one GPSG Travel Grant per fiscal year (July 1 – June 30), based on the date of their conference. All applications must be submitted to GPSG and are approved by the Finance Committee. Funds for each cycle are distributed based on a demonstrated need for the travel grant and on the merit of the presentation.

Note: Students must have presented at the conference. Applications will not be accepted for students who only attended. Applicants must currently be enrolled as a graduate or professional student at the University of Pittsburgh.

Only travel to conferences for a student organization’s national conference or an academic conference are eligible for grants. No travel grants will be awarded if the trip is required for a course or for professional development.

An applicant attending an event in Allegheny County is eligible only to receive reimbursement for registration.


Step 1: Submit Application to GPSG

  1. After you attend your conference, please completely fill out this form:
  2. Supplemental Documentation Needed for Application:
    • Proof of Participation
      • Students must submit proof that their work has been accepted at the conference and that they have registered. This document must demonstrate that the conference was academic or professional in nature. It must also demonstrate that the student presented at the conference.
    • Advisor Letter
      • Please obtain a letter from your advisor stating:
        • Their acknowledgement for the GPSG travel award application
        • That they have reviewed the application
        • The student’s need for this travel award
    • Documentation of Expenses
      • Present receipts for the following if you are claiming them:
        • Registration 
        • Lodging 
        • Travel:
          • Flight, bus, train, or taxi receipts
          • Personal Car
            • Documentation should include estimated mileage between source and destination (such as from MapQuest or Google Maps). If you are renting a car, submit your receipt.
  1. Email your GPSG Travel Grant application and supplemental documentation to gpsg@pitt.edu or send it to our office at 825 William Pitt Union. The application must be completed and submitted during the first ten days of the month following your conference. Incomplete applications will not be accepted. 

Students will be notified once their GPSG Travel Grant application has been received and is considered complete.

After the application window closes, the Finance Committee will review all applications and the VP of Finance will notify students on the status of their award.

If a student is awarded a GPSG Travel Grant, please proceed to “Step 2”.


Step 2: Submit a Travel & Business Expense Form

  1. Complete a Travel & Business (T&B) Expense Form. This form can be found here: TB Expense Form
    • A complete how-to on completing the T&B Expense Form can be found here: HOW TO – Travel Grant Reimbursement
    • Do NOT turn this form in with your application. Turn this form in AFTER you are informed whether or not you have been awarded a GPSG Travel Grant.
  2. Include original receipts, affixed to the front of one or more 8.5 x 11 sheets of paper with tape, no staples. T&B’s turned in with copies of receipts and/or stapled receipts cannot be accepted.
  3. Submit all reimbursement paperwork to the SORC office (833 WPU) within 30 days of notification of your award. SORC is only open Monday – Friday between 8:30am and 5:30pm. GPSG retains the authority to redistribute or withhold funding from any student not meeting this requirement.
  4. If you are receiving funding from more than one organization or department within the University of Pittsburgh, you should use only one T&B form and receipts. This T&B will be sent from department to department for approval. You must inform GPSG as soon as you know that multiple sources will be providing funding for your travel.
  5. GPSG strongly prefers to receive students’ T&B’s with multiple department accounts after all other contributing university organizations/departments have signed it.

Attention A&S GSO recipients:  If you are also applying for A&S GSO or A&S PBC travel grants, you MUST include a copy of the GPSG Travel Grant approval e-mail with your T&B submission to A&S so that they are aware you are receiving additional funding from GPSG.  Failure to do so may result in your NOT being reimbursed for GPSG approved funding.

The reimbursement form must be delivered to the SORC office at 833 William Pitt Union.


Forms You’ll Need

After you attend your conference, please completely fill out this form. Save the form and email it as an attachment to: gpsg@pitt.edu

If you are awarded a GPSG Travel Grant, fill out and submit the Travel and Business (T&B) Expense form within 30 days of notification of your award. Follow the directions (see step two) for information on how to fill out this form.


FAQs

*Complete the GPSG Travel Grant Application after attending your conference. This form must be completed and submitted during the first ten days of the month following your conference. For example, if your conference was held April 20 – April 23, you can submit your GPSG Travel Grant application during May 1 – May 10.

However, if your conference was held during the first ten days of the month, you can submit your application during the first ten days of that month or the first ten days of the following month, but NOT both. For example, if your conference was held April 1 – April 2, you can submit your GPSG Travel Grant application either during April 1 – April 10 or May 1 – May 10.

Please be advised that GPSG travel grants can only be used for lodging, transportation, and conference-specific expenses only.  There will be no reimbursement given for expenses such as food, beverages, souvenirs, Per Diem, etc.

Timeline for Submitting Travel Grants

This schedule is the timeline used for any given year

Travel Grant Application Schedule

Conference Occurs DuringSubmit Application Between
JulyAugust 1-10
AugustSeptember 1-10
SeptemberOctober 1-10
OctoberNovember 1-10
NovemberDecember 1-10
DecemberJanuary 1-10
JanuaryFebruary 1-10
February March 1-10
MarchApril 1-10
AprilMay 1-10
MayJune 1-10
JuneJuly 1-10