Temporary update of travel finance
Due to COVID-19, the Graduate Student Association is allowing students to use travel funding to cover online conference registration / conference fees if the in-person conference is canceled and therefore no travel is required. Students can use the funds for virtual conference / registration fees until our application deadline on June 1, 2021 OR up to the insignificant national and international travel suspension has been canceled by the university (whichever comes first).
Travel rewards program
The Graduate Student Association provides limited financial assistance to doctoral students attending professional conferences. There are multiple grant periods per academic year (see below), and a student can only apply for and receive an award during one of these grant periods per year. The GSA provides limited support for graduate student travel to professional conferences. Grants of up to $ 500 are available to help students present papers and posters, participate in panel discussions, and attend conferences, lectures, and seminars that help improve their study programs. GSA Travel Grants can only be used for travel expenses and not for conference registration or organization membership fees.
Please note that you can submit your abstract or other registration information for our travel award application, even if you have not yet been officially admitted to the conference. You will need the actual Registration Confirmation / Receipt when completing the Expense Authorization (Step 2).
Eligibility and deadlines
Students must be currently enrolled in eligible * graduate programs at the time of submitting an application as well as during travel dates. (* Eligible graduate programs are those whose enrollment fees include fees for the GSA. Examples of ineligible programs include UNR School of Medicine, Justice Management and Justice students, and online programs.) Students can only apply for one scholarship per academic year (deadlines of August to June). Applications will be considered during the individual travel periods (see below).
For trips between the specified dates, please note the application deadline:
- August 1st deadline = Travel September 16 – November 15
- October 1st deadline = Travel November 16 – January 15
- December 1st deadline = Travel January 16 – March 15
- February 1 deadline = Travel March 16 – May 15
- April 1st deadline = Travel May 16 – July 15
- June 1st deadline = Travel July 16 – September 15
How to apply for a travel award
Applications are accepted no later than 5 p.m. on the day of the deadline. If the deadline falls on a Saturday or Sunday, applications will be accepted until 9 a.m. on the following Monday. Incomplete applications will not be considered under any circumstances. The winners will be notified by email shortly after the application deadline. Recipients must complete steps 2 and 3 below to receive a refund. If these forms are not properly submitted within the set deadlines, the award will be forfeited.
Step 1: Application for a travel award
Fill out a travel award application
Your travel award application must contain the following elements:
- Accommodation documents
- Transport papers
- Conference registration or information on registration if you have not yet registered or have been admitted to the conference / workshop
- A letter from your advisor stating that you will be at the conference when you are present or a summary of your work when you are presenting.
- You’ll need to list the total cost of your trip, although the Graduate Student Association is only giving up to $ 500.00
(Note: All of these documents must be attached to your online application, otherwise it will be rejected.)
- We have an example of a completed Travel Reward Application for your reference Here.
- After submitting your award, you will be contacted by email regarding the status of your application. When notified that you received the award, complete the work permit form in the Workday (this is separate from the Travel Award application).
Link to apply for a travel award
Step 2: issue authorization
Complete an expense authorization in Workday
Fill that out Issue authorization in Workday. You will receive additional information on completing the spend authorization with your award confirmation email. The travel request form is a separate form from the expense approval. The online Spend Approval Form in Workday must be completed and submitted for approval prior to travel.
If you are traveling internationally you will need to fill out and submit one International travel authorization application form to the Risk Management Office (in the staff building on Artemisia Way). This form must be approved and submitted prior to travel.
Your expense authorization must include or accompany the following information:
- Accommodation Confirmation Documentation – Accommodation confirmation documentation showing the dates of check-in and check-out. If you are staying with a friend, a memo is enough.
- Transport papers
- Conference registration – proof of paid Registration registered for the conference.
Step 3: expense report
Complete an expense report in Workday
Once you’ve started your trip, you’ll need to fill out one Expense report on the working day within 15 days of your return.
Your expense report must contain or attach the following information:
- Travel Method Calculation – This is either your airplane booking or a rental car booking. If you are traveling with a friend, please include a memo stating that you are traveling as a passenger with someone else.
- Accommodation Invoice – You will need to submit the final invoice received from your hotel upon check-out at the end of the trip.
- Meeting Schedule (This is a schedule that lists the details of your meeting).
- A copy of your conference registration form.
To enter your daily rates, please visit www.gsa.gov:
- For prices, select the heading “Travel”
- Enter your destination
- Select “calculate daily allowance”
- Choose your dates
- Select the destination country
