TRAVEL GRANTS
What is a GPSG Travel Grant?
The GPSG Travel Grant supports graduate and professional students at the University of Pittsburgh who have presented original work at academic or professional conferences. This grant is designed to help offset travel-related expenses for students actively contributing to scholarly or professional communities. Simply attending a conference does not qualify an applicant for funding—they must have formally presented original work. Applications are reviewed by the VP of Finance and the GPSG Finance Committee. Submission does not guarantee funding.
Award Information
The maximum award amount is $450, and each student may receive one grant per fiscal year (July 1–June 30), based on the date of the conference. The GPSG Travel Grant reimburses expenses related to accommodation, transportation, and conference registration fees. Funding decisions are based on several factors, including:
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The completeness and quality of the application,
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How well the conference aligns with the GPSG Travel Grant’s mission,
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The availability of funds,
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The order in which complete applications are received.
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Additional context or factors provided in the application may also be taken into account.
Eligibility
Applicants must meet the following criteria:
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Currently enrolled in a graduate or professional program at Pitt,
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Paid the graduate student activity fee,
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Belong to a program in good standing with GPSG
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Presented original work at a conference or workshop.
Reimbursement Restrictions
Accommodation: only the portion of the cost attributable to the applicant is eligible. For instance, if two people share a hotel room, only half of the cost can be reimbursed.
Transportation: expenses may include airfare, ground transportation to and from the airport, gas or mileage (but not both), tolls, and public transit fares. The current mileage reimbursement rate is $0.70 per mile. However, costs like checked baggage, seat selection, early boarding, or other airline add-ons are not eligible.
Registration fees: GPSG will reimburse only the actual conference registration fee. Membership fees, even if required to access a lower registration rate, are not reimbursable.
Additionally,
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According to SORC policy, only the person who directly paid for an expense may request reimbursement, and only for their own share of the cost.
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Reimbursements will not be issued for expenses paid through peer-to-peer payment platforms like Venmo.
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If the conference takes place within Allegheny County, GPSG will only reimburse the registration cost.
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No reimbursements will be made for food, printing, or other incidental expenses.
HOW TO APPLY
New application process as of July 1, 2025
Coming Fall 2025: GPSG will be able to guarantee reimbursements in advance of your travel. Please note, the following instructions reflect the current reimbursement process. GPSG’s ability to guarantee reimbursements in advance of travel will begin in Fall 2025.
Step 1: Submit Application to GPSG
Completely fill out this form during the correct application window: GPSG Travel Grant Application
Supplemental Documentation Needed for Application:
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Proof of Participation
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Students must submit proof that their work has been accepted at the conference and that they have registered. This document must demonstrate that the conference was academic or professional in nature. It must also demonstrate that the student presented at the conference.
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Advisor Letter
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Please provide a letter from your advisor that includes the follow:
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Their acknowledgement for the GPSG travel award application,
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That they have reviewed the application,
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The student’s need for this travel award
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This letter uploaded to the online application form or emailed by your advisor directly to gpsg@pitt.edu.
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Documentation of Expenses
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Present receipts for the following if you are claiming them:
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Accommodation: Reimbursement is limited to the portion of the hotel cost attributable to you. For example, if you shared a room with one other person, only half of the total cost is eligible for reimbursement.
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Transportation: Eligible expenses include airfare, ground transportation to and from the airport, gas or mileage (not both), tolls, and public transit fares.
- The current mileage rate is $0.70 per mile. Documentation should include actual mileage between source and destination, or an estimation based on map service used.
- If you are renting a car, submit your receipt.
- Checked baggage fees, seat selection charges, early boarding, and other flight add-ons are not reimbursable.
- Travel is only reimbursed for the main travel. For example, the roundtrip flight to the conference city and the taxi to and from the airport. Any other travel to other locations such as restaurants, extra activities, etc. will not be approved.
- Registration Fees: Only the cost of the conference registration itself is eligible. Membership fees required to access a registration rate are not reimbursable.
- Payment Requirements: In accordance with SORC policy, only the individual who directly paid for an expense may request reimbursement—and only for their own portion.
- Reimbursements will not be issued for peer-to-peer payment methods such as Venmo.
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- Additional restrictions:
- Local Conferences: Attendees of conferences held in Allegheny County may only be reimbursed for the cost of registration.
- Food, printing, and other incidental expenses are not reimbursable.
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The application must be completed and submitted during the first ten days of the month following your conference. Incomplete applications will not be accepted. Students will be notified once their GPSG Travel Grant application has been received and is considered complete.
After the application window closes, the Finance Committee will review all applications, and the VP of Finance will notify students on the status of their award.
If a student is awarded a GPSG Travel Grant, please proceed to “Step 2.”
Step 2: Submit a Travel & Business Expense Form
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Complete the online Reimbursement Form on the SORC website: Online Reimbursement Form
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Do NOT turn the Online Reimbursement form with your travel grant application. Turn this form in AFTER you are informed you have been awarded a GPSG Travel Grant.
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With the form, include copies of all relevant receipts.
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With the form, make sure to submit a copy of your award letter from the VP of Finance.
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Submit all reimbursement paperwork within 30 days of notification of your award
Attention A&S GSO recipients:
If you are also applying for A&S GSO or A&S PBC travel grants, you MUST include a copy of the GPSG Travel Grant approval e-mail with your reimbursement form submission to A&S so that they are aware you are receiving additional funding from GPSG. Failure to do so may result in your NOT being reimbursed for GPSG approved funding.
