Travel Grants

Travel Allocations

Travel Allocations are available to fund individual graduate and professional students who are traveling to an academic or professional conference that relates to their area of study and will enhance their professional development. Typically the funds have paid for conference registration fees, meals, transportation or hotel costs. Travel allocations are up to$500 for domestic travel and $750 for international travel.  A student may only receive one travel grant during their graduate career at UW. If awarded, the funds will be transferred to a budget number provided by the travel coordinator in your department. You will make all travel arrangements and reimbursements through your department travel coordinator.

Who Can Apply For Travel Allocations?

Travel funds are available to any graduate or professional student at the University of Washington Seattle campus.

What criteria are used in evaluating applications?

The travel grants committee considers a number of factors when evaluating applications including:

• whether the student is a strong representative of the UW graduate and professional student community
• whether the conference will foster relationships between the UW academic community and collegues from around the country or the world
• whether the conference is a unique opportunity not normally available at the UW
• whether the student will be able to share new skills or knowledge with their peers at UW when they return from the conference

How Can You Apply?

We are pleased to annouce that an improved online application is now available for the next application deadline, January 6!  

Please take the following steps to apply:

1.  Complete the online application form here.

2.  Download and complete the Travel Grant Application Supporting Documentation form, found here.  This form consists of an estimated expense summary, 400-word personal statement, and contact information for your referee.  The personal statement must explain the reasons why you are attending the conference for which you have requested travel funds, how the conference will contribute to your academic and professional career, and how the knowledge you gain will contribute to University of Washington academics.

3.  Submit the completed Travel Grant Application Supporting Documentation form to the Travel Grant Dropbox, located here. 

4.  Request that a faculty member familiar with your work submit a letter of recommendation directly to gpsstres@uw.edu. 

When Can Travel Take Place?

Applications will be accepted and reviewed every two months by GPSS according to application deadlines. Your date of travel must fall within the specified date range for each respective deadline. The application deadlines for 2011-2012 are by 12pm on:

• June 1, 2011 @ Noon, for travel between June 15, 2011 and July 14, 2011 - CLOSED
• July 1, 2011 @ Noon, for travel between July 15, 2011 and Sept 14, 2011 - CLOSED
• September 2, 2011@ Noon, for travel between September 15, 2011 and November 14, 2011 - CLOSED
• November 4, 2011 @ Noon, for travel between November 15, 2011 and January 14, 2012 - CLOSED
• January 6, 2012 @ Noon, for travel between January 15, 2012 and March 14, 2012 - CLOSED
• March 2, 2012 @ Noon, for travel between March 15, 2012 and May 14, 2012.
• May 4, 2012 @ Noon, for travel between May 15, 2012 and July 14, 2012.

If GPSS Funds Your Request

• If funded, the GPSS Treasurer will notify you and your departmental travel coordinator by email and funds will be transferred to your department.  UW departments receiving GPSS travel support will be expected to coordinate with the SAUF Accounting Office to complete the funding process.  Depending on when the student's travel occurs and the type of budget to be credited (e.g., discretionary, grant, state, local, etc.), the recipient department may be required to include a GPSS budget number in the student's Travel Expense Voucher, prepare a portion of a Request to Transfer Expenditures, or provide information for SAUF Accounting staff to prepare a crediting journal voucher.  A member of SAUF Accounting's staff will contact the recipient department soon after the travel grant is approved by GPSS to make arrangements.
• You will need to work with your departmental travel coordinator to arrange for travel purchases in advance of submitting your Travel Grant application to the GPSS.

Funding Policies

The GPSS in consultation with the University of Washington has created several funding policies to govern the use of state funds in the Travel Allocations process.

• All travel funds must meet the University of Washington travel guidelines.
• Allocations approved by the GPSS F&B Committee must be transferable to a University of Washington budget other than those controlled by GPSS.  Your Department Travel Coordinator will assist you with this requirement.
• All requests must be submitted by 12 noon the day of the submission deadlines listed above.
• GPSS will fund requests only from graduate and professional students at the University of Washington Seattle campus.
• Travel Allocations Requests of more than stated limits will not be accepted.

Prohibited Use of Funds

• Gifts or loans of any type
• Lobbying activity to influence legislation
• Activity that includes endorsements of any political candidate or initiative
• Travel to conduct research
• Travel for a study-abroad program

Notice of Revocation

• Failure to follow any of the above guidelines may result in the denial of funding or the revocation of funding after approval.
• If the applicant does not travel for any reason, all funds must be returned to GPSS.