Graduate Student Travel Assistance Award Questions

If you have any questions concerning the Graduate School Travel Awards, please review our list of FAQs below. If you still have questions or concerns, please contact Sabrina Smith at sabrina.d.smith@utah.edu or 801-213-2250.

 

Frequently Asked Questions

When should I apply for GSTAA funding?
If you submitted your abstract to present your research work at a conference or professional meeting and you received notification that your abstract has been selected for presentation, you may apply now. Due to limited funding, we recommend you apply as soon as you receive notification. This will help you secure funds before they are depleted.

I received funding prior to July 1, 2017. Am I still eligible to apply for new funding?
Under the new GSTAA policy, students are only eligible to apply for funding once during their Graduate career. If you received funding prior to July 1, 2017 or any time after, you are not eligible to apply.

I recently applied for funding and was waitlisted. Am I still eligible for funding if funds become available?
Yes. When a student cancels for any reason, the funds they had been awarded are then distributed to the students on the waitlist on a first-come, first-served basis.

I applied for funding and was awarded funds; however, I had to cancel my trip and return the funds. Am I still eligible to apply for funding in the future?
Yes. If you did not use the funds awarded to you and you have not received funding previously, you are eligible to reapply.

Do the travel awards cover all travel-related expenses?
The GSTAA and ECPDP can cover up to 50% of the actual airfare, car mileage in lieu of airfare, ground transportation, lodging, meeting registration, and abstract fee, not to exceed the awarded amount. Meals, per diem, poster expenses, and membership expenses are not covered.

Can I apply for GSTAA funding if I am attending a workshop?
If you are attending a professional development workshop, you will not be eligible for GSTAA funding. Instead, you might be eligible for the Early Career Professional Development Program (ECPDP).

I applied for funding and my application shows “Pending Coordinator and Chair Approval.” Who should I contact if I have any questions regarding my application status?
If your application shows “Pending Coordinator and Chair Approval,” you may contact your department’s travel coordinator to inquire about the status. If the application shows “Pending GSTAA Approval,” then you can contact the GSTAA Coordinator, Sabrina Smith, at sabrina.d.smith@utah.edu or by phone at 801.213.2250.

Virtual Conference Award

Who can apply for the Virtual Conference Award (VCA)?

The VCA is offered to postdocs and students who are actively enrolled in a graduate program. The recipient of this award must also have their abstract accepted by the conference for presentation.

If I receive the Virtual Conference Award (VCA), will I be eligible for GSTAA and ECPDP funding in the future?

Receiving the VCA does not make you ineligible for other Graduate School travel awards including the GSTAA and ECPDP. However, students are only allowed one award per year. A student or postdoc cannot receive multiple awards from the Graduate School within the same year.

Can I apply for the VCA even if I am not presenting?

If you would like to attend a virtual conference or meeting where you are not presenting, you will want to look into applying for the ECPDP, as this award is for professional development purposes.

How long will the VCA be offered?

As of right now, the VCA is temporarily offered for fiscal year 21 (July 1, 2020 – June 30, 2021) to allow for students to present at conferences that have adapted to a virtual platform due to COVID-19. At the end of the fiscal year, this award will be re-evaluated to determine if it will still be offered in the future.

How will I be reimbursed?

If the student/postdoc requires $200 or less to present their abstract, the department will pay for the necessary fees, the Graduate School will then reimburse the appropriate Chartfield. The Graduate School will require a copy of the receipt in order to approve the reimbursement.

What if my registration fee costs more than $200?

If the student/postdoc requires more than $200, there are two (2) options for reimbursement.

  1. If the department will cover the expenses over the awarded amount, the department will pay for the necessary fees and the Graduate School will reimburse the appropriate Chartfield for the awarded amount. The Graduate School will require a copy of the receipt in order to approve the reimbursement.
  2. If the department will not pay for the expenses over the awarded amount, the student/postdoc will be responsible for paying for the expenses. In this case, the Graduate School will complete an Electronic Payment Request (EPR) in order to reimburse the student/postdoc for the awarded amount. The Graduate School will require a copy of the receipt in order to approve the reimbursement.