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Travel Award Packet

Students are required to fill-out and submit:

  • The Pre-travel Application along with required documents at least 2 weeks prior to the actual conference date.
  • The Post-travel Reimbursement Form along with the listed original documents within 30 days of travel as per the GSA guidelines in the application packet. Disclaimers:
  • Applying for travel award (i.e. reimbursement as per GSA rules) DOES NOT guarantee you will receive an award.
  • Awards require a sufficient balance in GSA's Travel Awards account.
  • The final decision will be made after the student has submitted the Post-travel Reimbursement Form with the original receipts for each item listed in the travel authorization form and following the guidelines in the application packet.
  • Travel Award relevant documents for are available here.

Rules and Regulations#

  1. The registration fees for online conferences or workshops are eligible for reimbursement.
  2. Hereafter the term conference shall refer to reputable academic-related conferences or workshops.
  3. Awards will be granted only to enrolled Graduate students giving a presentation at off- campus conferences.
  4. There will be no distinction between a poster presentation or an oral presentation.
  5. For local conferences within the Newark/New York City metropolitan area not requiring hotel accommodations, travel award funds will only cover conference registration fee. Lodging and travel expenses may be reimbursed if justifiable “reasons” are provided and approved in the Pre-travel Application.
  6. For non-local conferences (outside of the Newark/New York City metropolitan area), funds may also be used for travel, lodging and meal expenses.
  7. A student is eligible to a total maximum of $500, inclusive of all travel awards per fiscal year. The fiscal year runs from July 1st through June 30th.
  8. Travel award application approvals will be informed prior to travel. Approvals are based on the submitted Pre-travel Application along with the Travel Authorization/ Reimbursement Request Form1 and the availability of funds.
  9. Funds will be provided only after the travel, on the condition that the Post-Travel Reimbursement Form and all the required documents are submitted on time and verified.
  10. Reimbursements are made on the basis of actual expenses and not on the basis of estimated costs.
  11. A scanned copy of the original receipts are to be uploaded with the post-travel document.
  12. All award decisions will be final.

Application Process#

Pre-travel Application:#

The applicant is required to fill-out the online Pre-travel Application and submit it along with the following documents at least 2 weeks prior to the conference date:

  1. Travel Authorization/ Reimbursement Request Form: have (1) your research advisor and (2) your department chair sign the travel authorization section of the Travel Authorization/ Reimbursement Request Form.
  2. GSA Travel Award Faculty Recommendation Form. This form will be separately emailed to the Research Advisor once the Pre-travel Application is submitted. Once the Research Advisor submits the form, the student will receive an automated email confirming it has been received. It is the student’s responsibility to follow up with his/her Research Advisor and make sure that the form is submitted (by the Research Advisor) along with the Pre-travel Application.

Information/documents needed for the Pre-travel Application:

  • Proof of confirmation of paper/presentation acceptance to the conference (email or acceptance letter).
  • Abstract of the presented paper/work.
  • Sheet of predicted expenses.

Post-travel Application:#

After the conference is complete, the applicant must then submit the online Post-travel Reimbursement Form along with post-travel documents online within 30 days of travel. The post-travel documents include:

  1. Travel Authorization/ Reimbursement Request Form: have your department chair sign the reimbursement section of the Travel Authorization/ Reimbursement Request Form.

Information/documents needed for the Post-travel Reimbursement Form:

  • Proof of attending the conference, including a copy of the registration invoice, the Conference Session schedule with the student's name and the title of the paper/ presentation and Conference badge with the student's name or any other proof of conference attendance.
  • All original receipts for each item listed in the Travel Authorization/ Reimbursement Request Form. The must clearly show proof of payment (which may include e-ticket/ boarding pass, hotel expenses, food expenses, and conference registration fee). Please, circle or highlight the amount spent (this amount should match the figures in your request form).
  • Proof of expense: Bank or credit card statement (if payment was made using a debit or credit card) or original receipt (if payment was made using cash money) matching with the same expenses shown and highlighted in receipts uploaded as well as the requested amount.

NOTE:

  • Car rental fees are not reimbursed through travel awards.
  • If traveling by personal vehicle, please report your total traveled mileage by filling out this detail sheet. The standard rate for travel is $0.545 per mile, based off the Google Maps itinerary for your trip. You will be asked to submit: (1) your EZ-Pass receipt or physical receipts from the tolls from your travel, (2) copy of your Google Maps itinerary.
  • Hotel accommodation costs must be reasonable (comparable to the average hotel costs in the area).
  • All original receipts (for food, hotel, etc.) must be presented along with the Post- travel Reimbursement Form.
  • In case of failure to submit the required documents, no awards will be made.
  • Students will be asked to submit the original receipts for evaluation. In case of discrepancies, GSA has the right to negate the approved amount or deny awards for the following years.
  • External funding will not disqualify students from securing a travel award. However, failing to disclose external funding will lead to disqualification of the application. Lack of disclosure of any additional external funds will lead to disqualification of the application.

Award Selection Criteria#

  1. Availability of funds.
  2. The level, prestige, and scope of the conference (International, National, ACS, IEEE, AMIA, ASME, etc.)
  3. Travel Authorization/ Reimbursement Request Form endorsed by the advisor and chair.
  4. Legitimacy of the documents submitted.Validity and completeness of the packet.
  5. Additional external funds received that cover presentation and travel expenses. Disclosure of external funds does not disqualify students from a travel award, but the full amounts must be listed.
  6. All rules and regulations listed in section I of this document.

Process Summary#

travel-award-summary

Links to relevant form:#

  • Pre-travel Application: Click here
  • Post-travel Reimbursement Form: Click here
  • GSA Travel Award Faculty Recommendation Form: this form will be separately emailed to the Research Advisor once the Pre-travel Application is submitted. Once the Research Advisor submits the form, the student will receive an automated email confirming it has been received. It is the student’s responsibility to follow up with his/her Research Advisor and make sure that the form is submitted (by the Research Advisor) along with the Pre-travel Application.
  • Travel Authorization/ Reimbursement Request Form: Click here
  • If traveling by personal vehicle, Click here to fill out the total traveled mileage detail sheet.

It is the student's responsibility to follow up with their advisors and department chair to make sure the form is filled-out and submitted on time (2 weeks prior to the conference date in the case of Travel Authorization/ Reimbursement Request Form, and within 30 days of travel in the case of Travel Authorization/ Reimbursement Request Form).