Travel Grants & Career Enrichment Grants

Travel Grants

To help subsidize the costs of participating to and attending conferences, the Graduate Student Government offers travel grants. You can apply at any time for conferences that fall within the current GSG session (May 1, 2023 – April 30, 2024). Applications will be reviewed on a rolling basis, but you are encouraged to apply in the semester that coincides with your conference.

Apply Here

GSG offers two types of travel grants: up to five hundred dollars ($500) to help with the cost of presenting at a domestic conference, up to seven hundred and fifty dollars ($750) to help with the cost of presenting at an international conference, or one hundred and fifty dollars ($150) to help you attend a conference. Please note that given the current circumstances, this offer holds for both face-to-face and online conferences.

Am I eligible?

There are a few requirements you have to meet in order to be eligible for a travel grant:

  • You should be enrolled for at least one credit in the semester of the conference.
  • The conference must take place between May 1, 2023 and April 30, 2024 (both dates included).
  • You must not have full funding for the conference from another source.
  • Your adviser must respond to an eligibility verification email (They will be contacted separately by the GSG).
  • At least one GSG representative from your department must be in good standing. Your department representative(s) should be able to tell you if they are in good standing.
<strong>Is there a deadline?</strong>

Applications are accepted on a rolling basis from May 16, 2023 – April 30, 2024 for conferences that fall within the GSG session (May 1, 2023 – April 30, 2024). Funds shall be equitably allocated to ensure a fair disbursement of grants throughout the GSG session. Applications received in advance of the conference dates and within the semester the conference takes place will be given priority and others will be waitlisted. You are only allowed to receive one travel grant between May 1, 2023 and April 30, 2024. 

A Travel Expense Voucher with original receipts must be submitted to the GSG Office to request reimbursement of incurred travel expenses, not later than 30 days from the date of the conference.

Disclosure – A limited number of travel grants are awarded each session, hence, applying does not guarantee an award. Notifications will be sent out upon receipt of adviser approval, but there will be no individual reminders if your application is not complete.

<strong>How does reimbursement work?</strong>

Students must submit forms for reimbursement no later than 30 days after the end of the session in which the award was granted. Specifically, students must submit a Travel Expense Voucher with original receipts to request reimbursement of incurred travel expenses. Refer to Accounting Services’ website for the Michigan Tech travel policy in its entirety.

Students receiving funding from their departments should use one expense voucher with the account number and amount to be charged from the dept. Please submit all information to GSG at The Graduate Commons, East Street 207, or via email (gsg-treasurer@mtu.edu).

GSG has made available a guide to help you fill out the Travel Vouchers that you can view here. To speed up the reimbursement process, you could set up Non Payroll Direct Deposit. If you don’t know how to do that, click here for more information.

<strong>Other questions?</strong>

If you have more questions about travel grants and/or funding opportunities with the GSG, feel free to contact the GSG Treasurer, Ali Moazzam (gsg-treasurer@mtu.edu).

Career Enrichment Grants

In addition to offering travel grants, during the 2023-2024 session GSG will be offering Career Enrichment Grants for enrolled students. This grant can be used to either:

  1. Career Enrichment Grant: Cover the cost of online training, certifications, or memberships (Up to $150)
Apply Here

Eligibility

Eligible Online Training/Certifications:

  • Students are eligible for one Grant during the current GSG session (May 1st 2023 – April 30th 2024), regardless of how much of the maximum amount ($250) is spent. 
    • Example: A student receives $30 for an online certification, they are not eligible to apply for an additional $100 to attend a conference.
  • Training or certification must be approved by the student’s academic advisor and the GSG treasurer (and/or the Ways and Means Committee).
    • Memberships and subscriptions are eligible for the Enrichment Grant. 
    • Students will be reimbursed for certification after submitting verification of completion to the GSG treasurer.
  • Students must be enrolled in at least one credit.
  • Students must not have available funding from another source.
  • Department must be in good standing with GSG.
  • Using the Career Enrichment Grant will exclude a student from receiving a Travel Grant in the same GSG Session (May 1, 2023, to April 30, 2024), regardless of the amount of the Career Enrichment Grant.

FREQUENTLY ASKED QUESTIONS (FAQ)

 

Travel Grant Q&A


  • If I’m not officially registered as a student for the summer semester, can I still apply for the travel grant? 

If you are in the process of pursuing your degree but are not officially registered for the summer semester, you are still eligible to apply for the travel grant.


  • How can I determine if I qualify for the travel grant? 

To be eligible for the travel grant, you must meet the following criteria:

  • You must be a full-time graduate student.
  • Your department should be in good standing, unless you are informed otherwise.
  • Your advisor’s approval is required; they will review and approve the travel grant form.
  • The conference you plan to attend must be a legitimate event.


  • How often can I receive the travel grant in an academic year? 

You can receive the travel grant only once per academic year, which runs from May 1st to April 30th.


  • If I’ve already received the career enrichment grant, can I still apply for the travel grant? 

No, you can only apply for either the career enrichment grant or the travel grant once per academic year.


  • Can I apply for the travel grant for online conferences? 

Yes, you can apply for the travel grant for online conferences. In this case, it covers the cost of conference registration since there is no physical travel involved.


  • Can I receive reimbursement before attending the conference? 

No, reimbursement can only be requested after the last day of the conference.


  • How long do I have to fill out the travel expense form and send it to the GSG treasurer for reimbursement after the conference? 

You must submit the travel expense form within 30 days of the last day of your conference.


  • When should I submit my travel grant application? 

We recommend applying for the travel grant as early as possible within the semester in which you plan to attend the conference.


  • Can I apply for the travel grant after attending my conference? 

Yes, you can apply for the travel grant after attending your conference, but keep in mind that your request may be declined, and you will have a tight deadline of 30 days for application, approval, and reimbursement. Applying beforehand is strongly recommended.


  • If I received approval for the travel grant but my advisor or department covers my travel expenses, do I need to inform GSG? 

No, you do not need to take any action in this case.


  • If my advisor or department covers my travel costs after I’ve received approval for the travel grant, can I apply for the grant for another conference? 

Yes, if you haven’t received the travel grant funds for which you were approved and another conference opportunity arises, you can apply for the travel grant again. You may contact the treasurer for further assistance (gsg-treasurer@mtu.edu).


  • I’ve been invited to give a talk at a university or workshop. Can I apply for the travel grant?

The GSG travel grant is intended for students presenting their research and making connections at conferences. Speaking at other universities or workshops falls outside the scope of the GSG travel grant.


  • I applied for a presenter travel grant, but my abstract wasn’t accepted. Can I still be reimbursed for attending? 

We expect you to apply for presenter travel grants upon realizing your abstract has been accepted.


  • If I’m presenting at a conference, would providing only the registration receipt suffice as proof of presentation to qualify for a travel grant? 

The conference registration receipt only confirms your attendance, which suffices if you’re applying for an attendance travel grant but isn’t adequate proof if you’re aiming for a presenter travel grant.


  • What documentation would sufficiently prove that I’m presenting at a conference to qualify for a travel grant? 

We suggest sharing the email confirming acceptance of your abstract for presentation at the conference. These emails typically include your name, the conference date, and confirmation of your presentation status. The Treasurer or a member of the ways and means committee could easily validate your eligibility.

 

Reimbursement Q&A


  • Do I need to provide receipts for my trip expenses? 

Yes, you must provide receipts for your trip expenses to be eligible for reimbursement.


  • Should the receipts include my name? 

Yes, receipts for conference registration, lodging, and airfare should include your name.


  • If someone else from my research group books the lodging, and the receipt is under their name, what should I do? 

You should reimburse that person for your portion and provide the relevant documentation with the receipt when applying for reimbursement.


  • What should I do if my spouse paid for lodging, and the receipt is under their name? 

You can submit the receipt stating that your spouse paid for it.


  • Do I need to provide receipts for car rentals or rideshares (Uber/Lyft/Taxi)? 

Yes, you must provide receipts for car rentals. If using rideshares (Uber/Lyft), your receipt must include your name, the travel cost, tip amount, and tax. For taxis, the receipt must show the travel cost, tip, and tax.


  • If I’ve lost the taxi receipt, can I still be reimbursed for it? 

Unfortunately, reimbursement cannot be processed without providing proof of the cost, so a lost taxi receipt may result in non-reimbursement.



Career Enrichment Grant Q&A


  • If I am not officially registered as a student during the summer semester, can I still apply for the career enrichment grant? 

 

If you are actively pursuing your degree but not officially registered for the summer semester, you are still eligible to apply for the career enrichment grant.



  • How can I determine if I meet the eligibility criteria for the travel grant? 

To determine your eligibility for the travel grant, please consider the following requirements:

  • You must be a registered full-time graduate student.
  • Your department should be in good standing, unless you are informed otherwise.
  • Approval from your advisor is necessary. After you complete the career enrichment form, GSG will send a copy to your advisor for their approval.


  • I do not have an advisor; can I still apply for the career enrichment grant? 

Yes, if you do not have an advisor, you can contact your department chair or director of graduate programs. If they approve, you can add their information as your advisor in the application form.


  • How many times can we receive the career enrichment grant in an academic year? 

 

You can receive the career enrichment grant only once per academic year, which runs from May 1st to April 30th.

  • If I have already received the travel grant, can I still apply for the career enrichment grant? 

 

No, you can only apply for either the career enrichment grant or the travel grant in a single academic year.



  • Do I need to provide receipts for the expenses? 

 

Yes, you are required to provide receipts. For online or in-person training, you must also submit proof of successful completion of the course. Reimbursement will be based on the receipts you submit, up to a maximum limit of $150.



  • What expenses can be covered by the career enrichment grant? 

 

The career enrichment grant can cover expenses related to various activities such as online or in-person classes, workshops, professional society memberships, and other eligible expenses. If you have any doubts about whether an expense is covered by the GSG, please feel free to email the treasurer at gsg-treasurer@mtu.edu to inquire.