1. K-State home
  2. »Graduate School
  3. »Current Students
  4. »Graduate Student Council
  5. »Travel awards
  6. »Reimbursement Information

Graduate School

Reimbursement instructions

NOTICE: On April 3, 2017, the Graduate Student Council voted to implement revisions to the GSC Travel Award program proposed by the GSC Executive Committee. Included in these changes are revisions to the reimbursement procedures. Revisions to reimbursement procedures apply to anyone who receives a GSC travel award for July 2017 or later. If you received a travel award for June 2017 or earlier, the previous reimbursement procedures still apply to you. Please click on the appropriate link below to view the reimbursement procedures that apply to you.  

Instructions for travel awards granted for JUNE 2017 OR EARLIER

Submit the following materials no later than one month after the last day of travel. If you are unable to meet this deadline, notify the GSC immediately at gsctravel@ksu.edu or contact the Graduate School at 785-532-6191.

Materials must be submitted in hard copy form in person or by campus or postal mail to 

Graduate School
Kansas State University
119 Eisenhower Hall
Manhattan, KS 66506

Please DO NOT send materials via email. If you are a distance student or for some other reason are unable to submit reimbursement materials in person or by mail, please contact Ms. Cynthia Brott (cdbrott@ksu.edu, 785-532-6191).  

Materials to submit for reimbursement:
  1. Travel reimbursement form (pdf)
  2. W-9 form (pdf)
  3. Signed original receipts for expenses you are claiming GSC reimbursement
Reimbursable Expenses
  • Registration
  • Airfare
  • Baggage fees
  • Lodging
  • Rental car and gas for rental car
  • Tolls
  • Parking fees
  • Taxi, shuttle, subway and bus fares
  • Personal vehicle mileage *no receipts required*
  • Meals *no receipts required*
Instructions for travel awards granted for JULY 2017 OR LATER

Submit the following materials no later than 10 business days after your last day of travel. If you are unable to meet this deadline, notify the GSC immediately at gsctravel@ksu.edu or contact the Graduate School at 785-532-6191.

Items 1-4 must be submitted in hard copy form in person or by campus or postal mail to 

Graduate School
Kansas State University
119 Eisenhower Hall
Manhattan, KS 66506

Please DO NOT send materials via email. If you are a distance student or for some other reason are unable to submit reimbursement materials in person or by mail, please contact Ms. Cynthia Brott (cdbrott@ksu.edu, 785-532-6191).

  1. Travel reimbursement form (pdf)
  2. W-9 form (pdf)
    • Students who do not have a Social Security Number should contact the Graduate School (785-532-6191) for more information.
  3. Event Registration
    • If you did not already submit a copy of your event registration, it must be submitted with your reimbursement materials, even if you do not wish to be reimbursed for registration expenses.
  4. Signed original receipts for expenses you are claiming GSC reimbursement
    • Reimbursable Expenses
      • Registration
      • Airfare
      • Baggage fees
      • Lodging
      • Rental car and gas for rental car
      • Tolls
      • Parking fees
      • Taxi, shuttle, subway and bus fares
      • Personal vehicle mileage *no receipts required
  5. Impact statement (required)
    • Submit a 50-100 word description of the impact the event has had on your future research/scholarly work and career development.
  6. Event photos (optional)
    • You are encouraged, but not required, to submit photos of yourself at the conference (ideally during your presentation, if giving one). 
    • Impact statements and photos will be used for marketing the GSC travel grant program.

Submit your impact statement and photos in an online form.