GSC Travel Funding Frequently Asked Questions
Application
Yes! You must provide documentation that verifies your presentation or other activity. If you have this documentation available when you apply for a GSC travel award, please upload it in the application form. However, this documentation is NOT required at the time of application. You should indicate in the application what you intend to do at the conference. As long as you complete all other required parts of the GSC application by the respective application deadline, your application will be considered for funding. If selected for funding, you will be required to submit this documentation prior to travel.
Funding allocation
Applicants who apply by the deadline will be notified by email 1-3 weeks after submitting the application. Due to the limited availability of funds and the competitive nature of the awards, it is possible that some applicants will not receive funding. Applicants not awarded funds will be notified via email.
Within a fiscal year (July 1-June 30), a graduate student may receive no more than one GSC funding allocation for a maximum of $750 for domestic travel (within the U.S.) OR a maximum of $1,000 for international travel (outside the U.S.).
GSC travel funds are limited and allocations will not be increased for applicants who do not have additional funding to cover their travel expenses. We encourage you to explore additional funding sources listed on our website.
Declined or partially claimed awards
If your travel plans change and you will not be using your GSC travel funds, you must inform the GSC immediately via email at gsctravel@ksu.edu. Failure to appropriately claim or deny travel fudning may result in ineligibility for GSC travel funding for one year.
No. If you do not claim the full amount allocated to you, you may not use the remaining funds for another event. If you decline or cancel the allocation and do not intend to use any of the funds, you may submit an application to be considered for funding for another travel event in the same fiscal year.
Disbursement of Funds
ONLY the following expenses will be reimbursed with a GSC travel award:
Conference/event registration
Airfare
Baggage fees
Lodging
Rental car and gas for rental car
Tolls
Parking fees
Public transportation (e.g - taxi, shuttle, subway, bus, Lyft, Uber)
Personal vehicle mileage (no receipts required, see state reimbursement rates)
Meals (no receipts required, see state reimbursement rates)
K-State cannot reimburse membership fees for an individual to join an organization, association, etc.
Students should pay for their travel expenses and not those of other students when possible. If sharing lodging, inquire about splitting the bill so that each student can pay for their own share and so that you will have a receipt showing exactly what you paid.
If making individual payments is not possible and one student makes the full payment, you can still be reimbursed for your share of expenses. If another student makes the full payment and you pay that student for your share, you must submit documentation showing the full payment made and documentation of your payment to the other student. For example, a Venmo or Paypal receipt of your payment to the other student is acceptable.
No. You will only be reimbursed for the total amount of your eligible expenses based on receipts.
You will be reimbursed up to the amount of your travel funding allocation.
Yes. GSC travel funding can be used to pay for expenses not covered by your department.
Please allow 2-6 weeks to receive funds disbursed by the Graduate School. If you are working with accounting/budget personnel in your department on your travel expenses, please consult with them on the timeline for processing.