Travel Grant Application

Any travel not approved by the student’s college or department will not be considered for this bursary.

The GSA Travel Grant is intended to provide financial support to graduate students participating in academic or research-related travel opportunities that enhance their academic and professional development. Applicants must be members of the GSA during the semester of travel.

Once a complete application has been received, it will be reviewed by the GSA Finance Committee. Successful applicants may be eligible to receive up to $500.

Master’s students may receive this funding once per degree, while PhD students may receive funding up to twice per degree. Finance Committee meetings are typically held once per month, toward the end of the month, and applicants will be notified of the outcome shortly after the committee meeting.

Eligibility Requirements

1. Applicants must be registered graduate students during both the semester of application and the semester of travel.
2. Students applying for a Travel Grant must be presenting at a conference for academic or research-related purposes.
3. The student’s name must appear on the conference agenda or another official conference document.

Required Documentation

Applicants must submit the following documentation as part of their application:

1. Support Letter
   • A support letter from the student’s advisor or department;
   • The letter must be on official university letterhead;
   • The letter must include the advisor’s or department representative’s signature and position; and
   • The letter must outline the purpose of the travel and confirm the lack of available funding support.
2. Proof of Attendance

   Proof of attendance is required and may include:

   • Conference agenda;
   • Brochure;
   • Certificate of attendance; or
   • Name tag.
3. Travel and Expense Documentation
   • Boarding passes are required to claim flight expenses.
   • For alternative modes of transportation (e.g., bus or train), applicants must provide proof of travel in the form of tickets and/or receipts.
   • Applicants must provide official receipts, invoices, or proof of payment for all expenses being claimed, including conference registration fees and accommodation expenses.
4. Application Information

   As part of the application process, the GSA collects information including, but not limited to:

   • Conference name(s);
   • Proof of attendance and/or conference abstract; and
   • Student identification number.

Eligible Expenses

Eligible expenses include:

• Travel;
• Accommodation; and
• Conference registration fees.

Meal expenses are not eligible for reimbursement.

Funding and Review Process

1. Applications will be reviewed on a first-come, first-served basis. The GSA Finance Committee reserves the right to prioritize applications involving the greatest financial need or travel expenses.
2. Funding information will be cross-referenced with the Office of Graduate and Postdoctoral Studies (OGPS) to verify whether applicants have received the Braithwaite Travel Grant and to assist in determining the appropriate level of funding to be provided through the GSA Travel Grant.
3. Due to the larger level of funding available through the Braithwaite Travel Grant (up to $5,000), recipients of this award may not be prioritized for GSA Travel Grant funding.
4. The GSA Travel Grant is intended to support students with fewer available funding opportunities.

Confidentiality and Disclosure

1. All applicant information and supporting documentation will remain strictly confidential and will be used solely for the purpose of assessing eligibility and administering the Travel Grant.
2. Failure to disclose information, or withholding information that may affect the assessment of available funding support, may result in the denial or withdrawal of a grant application.
3. The GSA Finance Committee reserves the right to request additional documentation or clarification if the materials provided are deemed insufficient to assess the application or verify eligibility.

The term “conference” will be interpreted broadly to ensure students from all academic disciplines and faculties are eligible to apply.

Application Procedure

Please read and follow the guidelines carefully when applying and respect the decision of the GSA Finance Committee on the outcome of your application.

Please submit the following documents through this form.

1. Application form
2. Proof of participation (i.e., submission and/or acceptance of abstract, brochure, certificate, research proposal, proceedings, etc.)
3. Copy of original receipts, along with an explanation (please see example on following page), of the following expenses during the time of the conference:
   1. Accommodation (receipt must be under your name)
   2. Travel (boarding pass or receipt)
   3. Registration fees (receipt must be under your name).
4. A letter and expense list covered by other funding sources, if applicable
5. Letter from advisor or department depicting level of expected funds, or lack thereof, from all sources. This letter must be written on an official University letterhead and signed.