Since 1997, the Graduate Student Association has allotted a portion of the GSA budget to help fund students’ research
and professional development.
This includes, but is not limited to, presentation
of a paper or project at a conference, attendance at
a conference or purchase of supplies for graduate research
or thesis or dissertation.
To be considered for a GSA Award, complete the necessary documents listed below. Once completed, submit the ENTIRE packet to the GSA office in 7800 York Road, Room 215 or email to firstname.lastname@example.org .
Per academic year, a student can only receive 1 (ONE) travel award and 1 (ONE) research award.
A travel award covers:
Presentation or attendance at a conference, seminar,
lecture, etc. related to research for graduate
program and/or graduate thesis or dissertation.
This includes fare (air, taxi, train, and bus),
lodging, mileage, meals, registration, parking
A research award covers:
Purchase of supplies for research related to
graduate program and/or graduate thesis or dissertation. Note:
Travel that does not include presentation or attendance
at a conference is considered part of your research
award and cannot be applied to a separate travel
award. However, mileage does need to be claimed
on a Travel Expense Voucher.
INCOMPLETE PACKETS WILL NOT BE CONSIDERED, NO EXCEPTIONS.
YOU MUST SUPPLY ALL MATERIAL LISTED BELOW AT THE TIME OF APPLICATION SUBMISSION.
Travel Authorization Request (instructions) Note: Travel Authorization Request is not required for non-travel. This form must be submitted 20 BUSINESS DAYS prior to your FIRST DAY of traveling. This additional time should be accounted for when submitting your packet.
Brief personal statement detailing how GSA Award will contribute to studies
Letter of recommendation from faculty advisor
Agenda/brochure/schedule from conference, if applicable (these can usually be found on the home page for your conference).
Application for a GSA Award does not guarantee receipt of an award. Notification of receiving an award is required prior to presenting at/attending a conference or purchasing supplies.
FAILURE TO FOLLOW THESE PROCEDURES CAN RESULT IN YOUR APPLICATION BEING DENIED.
Once a decision is made, you will be notified via the email address listed on your application. GSA Award packets are accepted continuously, so please allow up to 10 business days for each packet to be reviewed. Packets submitted during summer semesters and minimesters may require up to an additional 5 business days for review.
If you are NOT a U.S. citizen or Permanent Resident Alien, you must email the Nonresident Alien Tax Office (NRA) at email@example.com to schedule an appointment to complete additional tax forms.
Registered graduate students in good academic standing are eligible to apply for and receive an award.
How much money should I request?
The estimated budget amount
to present at or attend a conference
or purchase supplies for research related
to your graduate program and/or thesis or dissertation.
How much money should I expect to receive?
Award amounts are based on available funding and are on a case-by-case basis.
Presentation at a Conference: $500, more depending on circumstances
Attendance at a Conference: $200 maximum
Research for Graduate Program /Thesis or Dissertation: $500 maximum
I received notification of my award. What do I do next?
Award money will be reimbursed
for costs, not to exceed the award
amount, associated with presenting
at or attending a conference or for
the purchase of supplies related to
research for graduate program and/or
thesis or dissertation.
Within 5 business days of presenting at or attending a conference, submit a completed Travel Expense Voucher(instructions)and original receipts or documentation for costs associated with travel, i.e. registration fee, hotel, airfare, taxi, parking, etc. Within 5 business days of purchasing supplies, submit a completed Miscellaneous Expense Voucher (instructions) and original receipts or documentation for supplies.
Note: If receiving additional travel funds from another department, a Travel Authorization Addendum needs to be completed and submitted at least 10 business days post travel.
Return to: Robin Walczak
Office of Graduate Studies
8000 York Road
Towson, MD 21252
Meals are reimbursable, at the published rate per meal, and do not require receipts. Certain conditions do apply; refer to Section II of the Travel Expense Voucher instructions. (Meal Reimbursement Rates)
After presenting at/attending
a conference or purchasing
supplies, applicable reimbursement
forms and original receipts/documentation
should be submitted, SIMULTANEOUSLY,
within 10 business days
to Robin Walczak in the Office of
Graduate Studies for processing. Failure
to submit the completed forms and required
within the required time can delay
or possibly cause reimbursement to
Hand delivery: Administration building, 3rd floor, Provost’s Suite
Mail: Robin Walczak
Office of Graduate Studies
8000 York Road
Towson, MD 21252
Reimbursement can take up to 6 weeks.
The sooner you turn in your
COMPLETED Travel Expense Voucher or Miscellaneous
Expense Voucher and original
receipts/documentation, the sooner you
can expect your reimbursement!
If you are not a U.S. citizen or Permanent Resident Alien, funds will be reimbursed to your student account.
Questions regarding reimbursement should be directed to Robin Walczak at 410-704-2078 or firstname.lastname@example.org.
The policies and procedures pertaining to the Travel Authorization Request, Travel Expense Voucher, Miscellaneous Expense Voucher and applicable reimbursement rates are set forth by the University and are subject to change. Information regarding these policies and procedures can be found on the Business Travel and Working Fund website.