Application for Graduate Conference Funds

The Application for Graduate Conference Funds is available to all currently enrolled Georgia Tech graduate students who are traveling to present their research at a conference. This fund is to be used as a supplement to your Department and Sponsors' funding. There are additional limitations to where this money may be used. The distribution of these funds is directed by the Graduate Student Government Vice President of Graduate Finance. Applications should be submitted three weeks in advance of your travel date. Additional inquires may be emailed to the VP Graduate Finance or made by phone (404-894-2814).

Click here for the complete eligibility requirements (DOC file).

Note: the Graduate Conference Funds allow one trip per year.

Before you begin applying for Graduate Conference Funds you should have the following information:

• Employee ID number - Your Employee ID number is a five or six digit number located at the top-center of your direct deposit slip. Note this number is different from your Student ID number or GTID number.
• Receipts of purchases - This would include hotel, airfare, and conference registration fees made prior to applying for Graduate Conference Funds.
• Estimated costs of - Meals, lodging, registration, and transportation (e.g. shuttles, taxis, bus, and mass transit).
• Letter of invitation - This can be an actual letter or brochure that references your name and the information regarding your presentation.

Once the documentation is in hand you, are ready to complete the three forms required for this request.

• Travel Authority Request
• Doctoral Student Travel Supplement Form
• Application for Graduate Conference Funds

Travel Authority Request

• Sample of a completed Travel Authority Request. (PDF)
• Blank Travel Authority Request form (XLS file).

Doctoral Student Travel Supplement Form

• Sample of a completed Doctoral Student Travel Supplement. (PDF)
• Blank Doctoral Student Travel Supplement form. (DOC file)

Application for Graduate Conference Funds

• Sample of a completed Application for Graduate Conference Funds. (PDF)
• Blank Application for Graduate Conference Funds form. (DOC file)

Once your application is complete, submit it to the financial office for review and approval. In 7 to 10 business days you should receive a response, via email, from the Graduate Conference Fund Chair regarding your approval.

Returning from Your Conference

Upon returning from your trip, a TES (Travel Expense Statement) will need to be completed. Make sure that you complete both TES Page 1 (i.e., tab two) and TES Page 2 (i.e., tab three). If you are driving your vehicle on part of the trip, make sure that you review how to complete the Automobile Mileage Record Section.

• Sample of a Travel Expense Statement. (PDF file)
• Sample of a Travel Expense Statement with completed Automobile Mileage Record Section. (PDF file)
• Travel Expense Statement. (XLS file)

Submit your completed Travel Expense Statement and all receipts of purchases (hotel, airfare, registration fees, etc) to the Psychology Financial Department located in the main office and they will forward it to the Student Government Association for payment.