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Funding
GSA Funding Guidelines 2009-10
| All Reimbursement Requests must be submitted to the GSA Office within 30 DAYS OF CONFERENCE TRAVEL --- NO EXCEPTIONS!! |
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| If you are requesting funding from BOTH your dept & GSA, then you MUST follow the INSTRUCTIONS FOR DUAL FUNDING (below). |
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General Info
The Graduate Student Association (GSA) provides funding assistance to current graduate/professional students from within the Graduate School of Saint Louis University, whose departments are in good standing with GSA. GSA does not fund reimbursement for travel or activities in advance, nor do we fund any programs, lectures, job interviews, workshops, or seminars, including those associated with any type of continuing education credit(s), certification, or review. Students will be reimbursed according to GSA funding policies. Listed below are the activities funded by GSA.
For the first 2 categories listed - conference travel and publishing assistance - reimbursement requests are limited to 1 category per semester for each student. Semesters are broken down as follows: Spring semester = January 1st through June 30th; Fall semester = July 1st through December 31st. For conference travel, your return date determines into which semester your funding request falls. The student’s department must also have met GSA eligibility requirements and be in good standing with GSA.
Please submit your funding request within 30 days of conference travel. For publishing assistance requests, they must be received within 30 days from date on receipt.
See your GSA representative or our FAQ page for more info.
Please remember: according to the GSA Bylaws, funding is available only to students from departments that are in good standing. Check with your GSA department representative for more information or email the GSA office for eligibility confirmation. All funding requests must be submitted for the semester in which the expense was incurred and COMPLETED REQUESTS ARE DUE INTO THE GSA OFFICE WITHIN 30 DAYS OF CONFERENCE TRAVEL RETURN --- NO EXCEPTIONS!!!. Original receipts must be submitted with the reimbursement request. (revised November 2009)
Funding Category: |
Dollar Limit: |
Travel to Annual Academic or Association Conferences*
An academic conference’s primary focus is the exchange of research findings. This is done primarily by participants, whom are given the possibility to present their own work. Such conferences are usually put on by academic societies or scientific organizations. The conference schedule may contain concise presentations by participants, keynote speakers, social events, and/or vendor booths. However, participant presentations comprise the bulk of the conference time.
Please contact GSA with questions about the eligibility of any conference for funding reimbursement, preferably before you travel. Ultimately, acceptability of a conference, like other funding decisions, is made at the discretion of GSA. |
Conference Attendance: 50% of allowable costs up to the maximum amount of $250
Conference Presentation: 50% of allowable costs up to a maximum amount of $450
*Scroll down for a description of allowable costs.
Travel completed between Jan 1st and June 30th will be processed as spring semester funding. Travel completed between July 1st and Dec 31st will be processed as fall semester funding.
Note: If obtaining funding from more than one source (i.e. dept and GSA), then you will need to follow the steps outlined below or see your dept rep for necessary info. You cannot submit more than one funding request for the same trip. Send ALL the final and signed Electronic Travel and Entertainment Voucher (E-TERV) documentation into GSA, including all account numbers and paperwork from the other department that is co-funding or reimbursing. GSA is the final step prior to submission to financial services. If students have any questions they should contact their departmental rep or call contact the GSA Grad Admin for assistance.
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Publishing Assistance |
Maximum of $125 per request – Abstract of article published must accompany paperwork. |
Departmental Allocation |
Allocation of $120 up to $500, depending on department size** |
Brennan Awards (Awarded during Spring Semesters ) |
Fellowship for Exam Preparation: 2 available at $500 each
Fellowship for Overseas Conference Travel: 3 available at $300 each
Fellowship for Thesis & Dissertation Research: 3 - 6 available [$1000 each for Thesis Research and $2000 for Dissertation Research
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Research Symposium Awards (Given at Annual Spring Symposium) |
A 1st prize ($300), a 2nd prize ($250) and a 3rd prize ($200) given in each of five categories, depending on participation:
Poster - Biological Sciences
Poster - Social Sciences
Poster - Physical Sciences
Paper – Humanities
Paper – Social Sciences
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**To receive the departmental allocation the department's GSA representative must meet GSA eligibility requirements. Please see your GSA representative for more information.
Regular Funding Request Process (click for instructions)
Dual Funding Request Process (click for instructions)
*Dual funding is when a student is requesting reimbursement for conference travel expenses from two sources - e.g. Department and GSA.
Allowable Costs
GSA will fund conference expenses related to travel, lodging, conference registration, meals, and presentation materials. Expenses not funded include (but are not limited to) items such as souvenirs and sightseeing costs. If you have a question about the acceptability of a certain expense, please contact your GSA representative or the GSA office.
TRAVEL. If you are flying to your destination, you will need to save your boarding passes, along with receipt, in order to get the cost of your airfare reimbursed. If you are driving to your destination, you may request reimbursement for either gas (receipts required) or for mileage at a rate set by the university.
LODGING. If you are sharing a room with other SLU graduate/professional students, one person must submit the original receipt. Everyone else can submit a copy with their paperwork. However, on each hotel receipt, it must indicate who shared the room and who is turning in the original receipt. Funding requests will not be processed until the paperwork containing the original receipt is turned in.
REGISTRATION. GSA does not cover membership dues to academic societies or associations. Only registration fees will be reimbursed.
MEALS. GSA does not fund meals on a per diem rate. Receipts are required for any meals purchased during conference travel, even if you are being funded by an additional source which does reimburse per diem.
Starting Jan. 1, 2010: PRESENTATION MATERIALS. If you are presenting at a conference, you may also include poster printing or handout copying expenses as part of your reimbursement request. Original receipts are required. If you are presenting with others, only the author who paid for the materials may submit this request. Please note that if this cost is included, reimbursements may be made with 2 separate checks/deposits.
Any questions please contact your Dept Rep or Callie Kusto in the GSA office:
gsa@slu.edu or 977-2234
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