GSG Conference Travel Award Application

GSG Conference Travel Award Application

The GSG Conference Travel Award is provided to financially assist graduate students in presenting their research at an academic conference, and/or attending a research conference to develop their professional skills.
Please read ALL instructions carefully*

*Failure to follow instructions will likely result in delay of award reimbursement or even be denied
To learn more about this academic conference travel award and to review complete application terms and conditions, visit the GSG's Conference Award Webpage.

You will need two approvers to sign off on your travel award application before GSG can process it. These two approvers are:
1. Your Research Advisor or Department Head (You can find contact information about your Department at Graduate College Contacts webpage).
2. Your GSA President or Treasurer (You can find contact information about your GSA officers on our webpage: GSG Member groups). Note that this is not GSG Treasurer - GSG and GSA are different.
NOTE: It is the applicant's responsibility to collect application signatures from the Department Head/Research Advisor and the GSA Officer. You will receive an email notification after each approval. GSG cannot process your application until you receive both signatures.
Applicant Details

All details must be the same as registered with University of Cincinnati.
NOTE: Middle Name/Initial is important to find your Direct Deposit information registered with UC. If Middle name is left blank and someone else gets reimbursed instead of you, it is not GSG's or UC's responsibility to get it back to you.
Full Name*

First NameLast Name
Middle Name*
Type NA if you haven't registered one with UC's direct deposit
UC Email*
6+2@mail.uc.edu
M Number*
Include the M
U.S. Mailing Address*

Street Address

Street Address Line 2

CityState

Zip Code
Phone Number*
Please enter a valid U.S. phone number.
Affiliation Details

Graduate student affiliation within University of Cincinnati.
College*
Department*
Affiliated with your primary degree and program.
Enrolled Program*
e.g., Mechanical Engineering.
Enrolled Degree*
If neither options apply to you, contact gsg-treasurer@mail.uc.edu.
Credit Hours Earned To-Date*
If you haven't earned 12 credit hours yet, you are ineligible for the award.
Research Advisor/Department Head Name*

First NameLast Name
Research Advisor/Department Head UC Email*
(6+2)@ucmail.uc.edu. Do NOT use (first.last)@uc.edu, cchmc.org or personal emails.
Affiliated Graduate Student Association (GSA)
If your GSA isn't listed or you aren't sure which GSA you are affiliated with, contact gsg-president@mail.uc.edu. NOTE: You need to be a member of your GSA, as well as of GSG on GetInvolvedUC (campuslink.uc.edu).
NOTE: Do not use GSG Treasurer's information under GSA officer. GSG and GSA are different.
GSA Officer Name*

First NameLast Name
GSA Officer UC Email*
(6+2)@mail.uc.edu. Do NOT use cchmc.org or personal emails.
Conference Details

Fill out all basic conference information. NOTE: Form will not accept future conference dates. Apply for the award only after you have traveled.
Name of the Conference*
Use full names, not abbreviations.
Conference Website*
Conference Start Date*

MonthDayYear
Conference End Date*

MonthDayYear
Conference Type*

In-PersonVirtual
Attendee Type*

PresenterNon-Presenter
Presentation Type*

PaperPosterTalk/KeynoteNA (if Non-Presenter)
Title Of Your Presentation*
List Of Authors*
List as it appears on the paper/poster/presentation.
Briefly Describe Your Presentation*
Enter NA if you selected Non-Presenter above.
Explain How This Conference And This Award Impacts Your Degree Program*
In 5 sentences or less, explain why you should receive this award.
Expense Details

Enter only the conference expenses you are applying to be reimbursed. Be accurate and fill in ALL necessary details. Failure to do so will lead to unnecessary delay, if not desk-rejection.

Travel Expenses (Combine all expenses of same category)*

	Expense Type	Date of Transaction	Expense Amount (USD)	Comment (if applicable)
Expense #1
Expense #2
Expense #3
Expense #4
Expense #5

Total Reimbursement Applied ($)*
NOTE: This 'Total Reimbursement Applied' field will be auto-calculated. To be able to submit your application, make sure this field stays below specified limits for following scenarios:
- $600 or less: For Presenters.
- $300 or less: For Non-Presenters.
If you cannot see "Submit" button at the end, that means you need to rethink your choices.
IMPORTANT NOTE: All awards given will be upto the maximum allowable award amounts. Final award amounts will by decided by GSG, UC administration and individual colleges for their respective portions, which will depend on availabilty of funds amongst with other factors.
Individual Expense Details

Fill out details about individual expenses mentioned in the table above. If you chose Lodging/Airfare/IRS Car Mileage above, the fill out additional details for these expenses. Leave others blank.

Lodging

	Hotel Name	Check-In Date	Check-Out Date	Transaction Date
Details

Airfare

	Airline Name	Ticket Number	Transaction Date
Details

Car Rental

	Rental Company	Rental Start Date	Rental End Date	Transaction Date
Details

Application Documents

Read ALL instructions carefully before uploading application documents.
Upload a single PDF (under 5 MB) containing following documents. All documents must be clearly legible. Pay special attention to required highlights/annotations. After highlighting something, make sure underlying text is legible.

Name your PDF in the following format: FirstName_LastName_SubmissionDate (for instance, Jane_Bearcat_12-25-2023). Documents must be in the below order:
1. Expense Receipt(s)
  - All receipts must be in English, no exceptions. UC does not reimburse expenses presented in foreign languages.
  - Highlight your name (if available), date of transaction, amount, last four digits of credit/debit card used (if applicable).
2. Corresponding Credit/Debit Card Charge Proof(s)
  - This could be a monthly statement from your card company, or individual charge proofs that can be downloaded. When using the whole statement, highlight the expense(s) in question, and please redact everything else. You do not need to wait until month-end to obtain a statement to upload, most credit cards will allow you to download single transactions from their website.
  - This document should clearly mention your name, date of transaction, amount, last four digits of credit/debit card that appeared in the receipt(s).
  - If you have a shared expense with a colleague, include a Peer-to-peer (P2P) transfer proof, such as Zelle/Venmo/Paypal transfer.
3. UC Term Bill
  - Term bills can be found on your Catalyst account.
  - If conference was during summer and you weren't registered during that summer term, upload the previous Spring term bill.
4. UC Unofficial Transcript
  - Unofficial records can be generated on your Catalyst account.
  - Highlight the number of credits earned to-date.
5. Presentation Acceptance/Conference Registration Email
  - Such an email is usually sent by organizers after you are research gets picked for presentation.
  - If you are a non-presenter, include a confirmation/welcome email from organizers.
6. Proof of Presentation
  - Include the page from program brochure and highlight your name and presentation. Do not include the whole program brochure.
  - As an option, you can include certificate of attendance from the conference, or a picture of yourselves presenting.
7. Travel Authorization Form
  - You should have this document approved pre-travel from GSG (GSG Treasurer). If you do not have a pre-travel approved TA form from GSG, your award application will be denied by default.
Upload Application Documents*

A single PDF containing all documents (under 5 MB)
Cancelof
Name of your PDF*
Make sure naming format is correct. Do not include ".pdf".
Additional Comments (Optional)
Anything else you would like GSG/approvers to know
Application Submission

Final Steps. A PDF of your application will be emailed to you automatically after you submit.
Applicant Signature*
Type your full legal name.
Date

MonthDayYear
Submission Date
Submission Time MinutesAM/PM Option
Should be Empty:

GSG Conference Travel Award Application

Please read ALL instructions carefully*

Applicant Details

Affiliation Details

Conference Details

Expense Details

Individual Expense Details

Application Documents

Application Submission