How to Secure Travel and Registration Grants with GPSA at WSU

Starting an academic exploratory trip frequently entails presenting research findings, connecting with the larger scholarly community, and traveling outside of our campuses. Recognizing the value of these kinds of experiences, Washington State University (WSU) has launched many kinds of travel Grants as part of its dedication to helping graduate and professional students.

We will go into more detail about these amazing opportunities in this blog article, especially the Conference Presentation Travel Grant, and walk those who are interested through the application procedure.

Exploring the WSU Travel Grants Ecosystem:

Empowering Students: The Travel Grant Committee at WSU is at the forefront of providing funding opportunities for graduate and professional students. These grants are designed to enhance professional and developmental goals through diverse activities such as conferences, workshops, wet labs, internships, preceptorships, courses, and career fairs.

Understanding WSU Policies: Before delving into the specifics of Travel Grants, it is essential to familiarize yourself with WSU policies on Travel Policies and spending authorization. For detailed information, please visit the Office of Policies, Records, and Forms [link].

Diverse Travel Grant Offerings: 

Conference Presentation Travel Grant: The spotlight of this blog post, the Conference Presentation Travel Grant, caters to students representing WSU by presenting research papers, posters, or creative works at conferences. This grant aims to alleviate the financial burdens associated with registration and transportation expenses.

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Other Travel Grants: In addition to the Conference Presentation Travel Grant, WSU offers a variety of travel grants to suit different academic needs, including:

  • Wet Lab and Workshops Travel Grant
  • Professional and Career Development Travel Grant
  • Internship, Preceptorship, and Intercampus Travel Grant

Applying for Travel Grants: A Step-by-Step Guide

Understanding Application Periods: To apply for any of the Travel Grants, prospective students must carefully review the travel periods and corresponding application deadlines. Each travel period aligns with specific application windows, ensuring a systematic and efficient process.

Travel Period Application Period
Fall 1 Sept. 1-30
Fall 2 Oct. 1-31
Fall 3 Nov.1-30
Fall 4 Dec.1-31
Spring 1 Jan. 1-31
Spring 2 Feb. 1-28
Spring 3 March 1-31
Spring 4 April 1-30
Summer 1 May 1-31
Summer 2 June 1-30
Summer 3 July 1-31
Summer 4 Aug. 1-31

Submitting Your Application: Applicants can apply for travel grants by completing the respective forms. First-time users are required to select “Create New Account.” Notably, as of April 2, 2023, GPSA travel grants are no longer accepted through Coug Presence.

Documentation Demands: a Seamless Process

Required Documentation: A successful application demands attention to detail. Applicants must complete all sections of the form and attach critical documents, including:

  • Advisor/Department Chair Approval
  • Conference Approval Letter
  • Travel and Registration Receipts
  • Department Certification Form
  • Spend Authorization Form

Virtual Conferences and Spend Authorization: Virtual conferences exempt applicants from submitting a Spend Authorization Form. However, communication with the department’s travel coordinator is essential, with a screenshot of the email serving as proof of contact.

Spend Authorization Importance: Spend Authorization is a crucial step, requiring approval before the travel date. This prior approval ensures eligibility for travel on behalf of WSU and allows for reimbursement for allowable expenses.

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Navigating Post-Approval Procedures: 

Document Submission: Upon approval, awardees must submit the Travel Grant Application, original payment receipts, a signed Expense Report, and the approval letter to their department’s travel coordinator.

60-Day Reimbursement Rule: In adherence to the university’s interpretation of the U.S. tax code, reimbursements for in-person travel must be completed within 60 days of the end of travel. Awardees play a crucial role in initiating the reimbursement process by signing the Expense Report.

Additional Insights: Transparency and Understanding

Privacy Measures: To protect privacy, applicants are advised to blind their name and email address in the uploaded documents.

Transparent Review Process: Each application undergoes a thorough evaluation based on a scoring criterion that encompasses overall application quality, the content of answers to questions, and the submission of all required materials and forms.

Award Amounts: It’s essential to note that award amounts per application will not exceed $800 for North America and $1,200 for International conferences, ensuring fair and equitable distribution of resources.

Conclusion: with WSU’s Travel Grants

WSU is committed to providing its graduate and professional students with opportunities outside of the classroom, even as the academic landscape changes. The programs sponsored by the Travel Grant Committee give students a complete platform for improving their academic endeavors. Apply right now, realize your full potential , and allow WSU to be the wind behind your academic sails, taking you to new heights of understanding and development.

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