In addition to the Traveling Graduate Student funding mechanism detailed below, a GSS-recognized graduate student organization, as well as other groups who believe that their event or endeavor will benefit graduate students, may apply for GSS funding through the Group Event funding mechanism. See the Group Funding Requests page for more info.
Traveling Graduate Student Funding Rules, 2017-2018
Please note that we have a new individual funding request form as of April 2018! The download link is below in GREEN text.
Any full-time UMass Dartmouth graduate student from any college, school, or department who is in good standing and is traveling to a conference, exhibit, seminar series, or similar professional event is eligible to apply for GSS funding.
- Beginning July 1st 2018, the graduate student must submit the Traveling Graduate Student Funding Request form at least SEVEN DAYS BEFORE the first date of travel. Students who submit their form less than seven days before the first date of travel will be ineligible for funding of that request.
GSS Funding Cap
A graduate student can receive up to $750 total from the GSS during the 2017-2018 fiscal year. A student may request funding multiple times, as long as the total requested amount does not exceed the annual cap.
- The fiscal year is July 1 – June 30.
- If the travel dates of a funding request span two fiscal years, the total requested amount will be assigned to the fiscal year of the first day of travel.
- The cap is set to benefit as many students as possible with the limited funds that the GSS receives.
- Funding is on a first come, first served basis. The funding pool may be depleted without notice.
- Funding caps may be changed for the next fiscal year.
Before Applying for GSS Funds
Due to limited funds, the GSS requires all students to first seek as much aid from other areas as possible (the GSTG, departmental funds, grants, etc.).
- If eligible, the student MUST first apply for the Graduate Student Travel Grant (GSTG, see the next section).
Graduate Student Travel Grant (GSTG) Requirement
Students seeking GSS funds for travel to present their work MUST first apply for the $500 Graduate Student Travel Grant (GSTG, awarded by the Office of the Associate Provost for Graduate Studies) if eligible, BEFORE submitting the Traveling Graduate Student Funding Request form.
- The GSTG application can be found by clicking on the “Travel Grant Application (PDF)” link on this webpage: https://www.umassd.edu/graduate/studentresources/
- Note that as stated in the application, you must apply for the GSTG at least 21 days prior to the beginning of travel to be considered!
- All GSS funding requests without a prior GSTG request (or an explanation of GSTG ineligibility) will be denied.
How To Apply for GSS Funds
To apply for GSS funds, the graduate student must fill out the Traveling Graduate Student Funding Request form and submit it to the GSS at least SEVEN DAYS BEFORE the first date of travel.
- A graduate student should apply for funding as soon as they have confirmed their travel dates and developed a rough estimate of expenses.
- CLICK HERE TO DOWNLOAD THE TRAVELING GRADUATE STUDENT FUNDING REQUEST FORM.
- All grey fields must be filled in by the applicant prior to submission. The form will be returned to the applicant if any grey fields are empty.
- Meals may be expensed using standard Local Meals per diem rates based on http://www.defensetravel.dod.mil/site/perdiemCalc.cfm, which vary by city. To look up the Local Meals per diem rate at the above website, in the Contiguous United States section select your destination state from the STANDARD CONUS RATE drop-down menu, then click the CALCULATE button to show a table of all per diem rates by city. Find your destination city and use the per diem rate listed in the Local Meals column.
- For the first and last day of travel, you can only claim 75% of the per diem rate.
- Hotel/Room Rental fees may be expensed directly (not as per diem).
- If using a personal vehicle for travel, mileage may be expensed using standard rates based on https://www.irs.gov/tax-professionals/standard-mileage-rates/.
- Graduate students who are presenting their work and have been awarded the graduate student travel grant (GSTG) must also submit the confirming notice that their paper or creative work has been accepted for presentation.
- Graduate students who are presenting but are not eligible for the GSTG due to previous award or multiple presenters must submit in addition to the funding request: 1) the confirming notice that their paper or creative work has been accepted for presentation, and 2) A letter of support from their advisor or the chair of the department.
- Graduate students who are not presenting their work, but still traveling to attend a conference, exhibit, seminar series, or similar professional event, may seek GSS funds provided that, in addition to the Traveling Graduate Student Funding Request form, the student also submits: 1) A letter of support from their advisor or the chair of the department, and 2) A statement of need outlining the value of the activity and how this activity will further the student’s studies or professional development.
- The Traveling Graduate Student Funding Request form and all required supporting documentation must be submitted via email to firstname.lastname@example.org.
Click here for an example of a properly filled-out Traveling Graduate Student Funding Request form.
Funding Request Decisions
- GSS meetings are open to the public, and the applicant is welcome to attend to discuss their funding request with the Senate prior to the voting (although this is not necessary).
- If GSS funds are awarded, graduate students who are presenting their work should acknowledge the Graduate Student Senate for funding support where appropriate.
All awarded funds will be issued in the form of reimbursement, and original receipts will be required (within 90 days) in order to be reimbursed.
- If the GSTG was awarded in addition to GSS funds, all reimbursement funds will be provided through the Office of the Associate Provost for Graduate Studies. The student should work directly with this office for reimbursement.
- If only GSS funds were awarded, the student must inform their department secretary as soon as the GSS approves the funding request. The department secretary will need to complete a Travel Authorization and contact the GSS Treasurer (by emailing email@example.com) for the speed type.
All questions can be emailed to firstname.lastname@example.org.