Travel grant program
The Graduate Student Association (GSA) provides limited financial support to graduate students attending conferences, workshops, seminars and other professional development opportunities that enhance their academic programs and professional development.
Grant Amounts
- Up to $500 for domestic travel
- Up to $750 for international travel
The GSA Travel Grant funding period runs from August 1 through July 31. Each qualified applicant may receive one GSA Travel Grant per funding period. Students may not request multiple grants for separate conferences, workshops, or other program-related events during the same funding period in order to reach the maximum grant amount.
Eligible Travel Expenses
The GSA Travel Grant may be used for:
- Airfare
- Baggage fees
- Transportation, including rideshare, rental cars, and public transit
- Lodging, subject to applicable U.S. General Services Administration (GSA) rates
- Per diem for meals and incidentals, based on applicable U.S. General Services Administration rates
- Conference registration fees
- Eligible poster printing expenses (see guidelines below)
Students may include any combination of eligible travel expenses in their Workday Expense Report, up to the amount granted in their GSA Travel Grant Letter.
Poster Printing Guidelines
Poster printing may be covered by the GSA Travel Grant only when the poster is purchased before travel through the student's advisor or department using:
- A Purchasing Card (P-Card/CC), or
- An approved Purchase Order (PO)
Important Poster Printing Requirements
- Poster printing costs will NOT be reimbursed through a Workday Expense Report after travel. No exceptions.
- Posters must include the Graduate Student Association (GSA) logo.
- Printing jobs over $50 require an approved Print Release (UAM 4,714).
- P-Card purchases may be charged to the GSA Travel Grant through a Workday PCV.
- Purchase Orders require prior GSA approval.
For questions or prior approval related to poster printing, contact gsa@unr.edu.
Eligibility
Students Must:
- Be currently enrolled in an eligible graduate program
- Be enrolled both at the time of application and during travel
- Be enrolled in a program that pays GSA fees through registration
Students Who Are Not Eligible:
- Undergraduate students
- Non-degree-seeking students (Graduate Specials)
- Students enrolled in designated ineligible programs
Undergraduate students should visit the Undergraduate Research Office for information about undergraduate travel funding opportunities.
Ineligible Graduate Programs
Students enrolled in the following programs are not eligible for the GSA Travel Grant:
- Art: Interdisciplinary Arts (MFA, Low-Residency)
- Creative Writing (MFA, Low-Residency)
- Business Analytics (MS, Online)
- Business Administration (Executive Online MBA)
- Cybersecurity (MS, Online)
- Judicial Studies (MJS)
- Judicial Studies (Ph.D.)
- Justice Management (MJM, Online)
- Psychology: Behavior Analysis (MS, Online)
- Psychology: Behavior Analysis (MS, Satellite/Hybrid)
- Public Health: Public Health Practice (MPH, Online)
- Social Work (MSW, Online)
How to apply for a travel grant
Applying for a GSA Travel Grant is a three-step process. First, submit a complete online application with all required travel documents and cost estimates. Applications must be submitted all at once to be considered. If approved, you’ll receive an email and move on to Step 2: completing a Spend Authorization in Workday to officially approve your travel before you go. After your trip, finish Step 3 by submitting an Expense Report in Workday within 15 days of returning, in order to receive your reimbursement.
1.1. before submitting your application.
Go to Canvas → Courses → Graduate Student Resources → GSA Travel Grant module → review the training materials, and successfully complete the required quiz.
1.2. Submit the GSA Travel Grant Application through at least two weeks before your departure date.
Applications must be complete when submitted.
Please allow up to 10 business days for your application to be reviewed. Business days are Monday through Friday.
Once your application is approved, you will receive a GSA Travel Grant Letter via email showing:
- Your first and last name
- Your approved grant amount
Keep this letter. You will need to upload it with your Workday travel documentation.
A must be submitted BEFORE departure.
The GSA will not approve Spend Authorizations submitted after travel. Failure to submit your Spend Authorization before travel will make you ineligible for reimbursement through the GSA Travel Grant.
Upload the Following Documents:
- Lodging confirmation
(Must show check-in and check-out dates. If you stayed with a friend or family member, a simple memo will work.) - Transportation confirmation
(Flight receipt, mileage log, or transit ticket.) - Conference registration confirmation
(Proof that you registered and paid.) - GSA Travel Grant Letter
(Shows your name, the granted amount, and the GSA account used.) - Student Business Travel Certification Form
(Signed by your advisor.) - *** International Travel Authorization Form
(Only required if you traveled outside the U.S.)
Quotes or estimated travel costs are acceptable if final receipts are not yet available.*
Submit your Workday Expense Report within 15 calendar days of returning from travel. Failure to submit the Expense Report within 15 calendar days after travel will result in forfeiture of the GSA Travel Grant.
Upload All Final Receipts and Supporting Documentation, Including:
- Lodging confirmation
(Must show check-in and check-out dates. If you stayed with a friend or family member, a simple memo will work.) - Transportation confirmation
(Flight receipt, mileage log, or transit ticket.) - Conference registration confirmation
(Proof that you registered and paid.) - GSA Travel Grant Letter
(Shows your name, the granted amount, and the GSA account used.) - Student Business Travel Certification Form
(Signed by your advisor.) - *** International Travel Authorization Form
(Only required if you traveled outside the U.S.)
Failure to submit all required documentation may delay reimbursement.
- Check the website to determine the advisory level of the country and region you are traveling to.
- Determine whether you are traveling as a student or an employee. If you are paid as a graduate assistant (GA/GRA/GTA) and your trip is for work duties, you may fall under Graduate Teaching / Research Assistant travel (handled like an employee). Otherwise, you are probably traveling as an Individual Student. Once you have determined your applicable travel category, you can access the required documentation on the Department of Human Resources International Travel Procedures.
- Email complete form to bcnrisksm@unr.edu a minimum 30 days before travel. International travel is not approved until the traveler receives an email confirmation from BCN Risk Management.
Frequently asked questions
Q: I applied for and received a travel grant for travel in February. I am traveling to another conference in May. Can I apply for another travel grant to cover the cost of May travel?
A: No. These two travel grants fall within the same academic year GSA funding cycle, and you can only receive one travel grant per cycle. This applies even if you did not use the May travel grant in entirety.
Q: I received a travel grant in May. I will be attending another conference in October - can I apply again for a grant for October travel?
A: Yes, you can apply for another travel grant because August is the beginning of a new GSA funding cycle.
Q: I was only approved for $400, can I appeal for a higher amount of money?
A: No, appeals are only used for travel awards that are rejected. Funding amounts are not negotiable and are always based on the current level of funding available in the GSA.
Q: May I request a travel advance from the GSA?
A: No, the GSA travel grant only provides reimbursements. Your department or other funding sources might provide travel advances but any funding provided by the GSA will not be available as an advance.
Q: Since being approved for my travel grant, I have been invited to attend a different conference, am I allowed to change my travel plans?
A: In most cases, yes, as long as the new conference is within the same GSA funding cycle; however, you must submit the changes on your travel request form and have this approved by the GSA office before your travel is actually taken.
Q: How much time does it take to get reimbursed?
A: There are no exact time frames for reimbursements. The process depends on the GSA and Accounting Office’s workload and schedule. Unfortunately, we can’t provide a specific timeline for when the reimbursement will be completed.