GSAC provides monetary reimbursement to graduate students for their participation at international, national, regional, and state professional conferences and panels. Funds can be used to cover the costs of conference-related expenses such as registration, travel, and lodging. Funds may also be used to cover the cost of membership to professional organizations, regardless of conference attendance. Funding is not guaranteed but is offered on a first-come, first served basis, while funds are available/

GSAC Conference Funding Policies and Procedures

Graduate students at the GSE are eligible to receive up to $1,200 per academic year.

i. GSAC reimburses conference-related expenses up to $1,200 per academic year (July 1-June 30). Students may request the full $1,200 for one conference if they choose to do so, or they may request reimbursements for various conferences throughout the academic year without surpassing the $1,200 academic year cap. GSAC tracks student reimbursement amounts throughout the academic year, so if students have any question about their remaining allowance, they can request that information from GSAC.

ii.  If a student is participating in a conference as an attendee only (i.e., not presenting), students can receive up to $200 for that conference. 

iii.  Note: Your GSAC application must be submitted prior to the conference, and all required post-conference documentation must be submitted no more than 30 days (one month) after the last day of the conference. If materials are missing or submitted late, you may not be reimbursed.

Instructions:

1. Submit Application for GSAC Conference Funding Support

To be eligible to receive conference funding, before your conference travel takes place, you must submit your Application for GSAC Conference Funding Support. If you are a GSE funded student or Rutgers employee, this is all you need to submit for your application. If you are not a GSE-funded student or Rutgers employee, you must submit the application as well as submit the Non-Employee Travel Request Form. 

Send your completed application to gsac@gse.rutgers.edu. 

2. Follow Process for Booking Travel

If your application is approved by GSAC, before booking your travel, please carefully read through the Travel Booking and Expense Reimbursement Processes Document. Follow instructions to book your travel.    

3. After Conference, Submit Post-Conference Documentation

IN ORDER TO BE REIMBURSED, YOU MUST SUBMIT YOUR EXPENSES WITH ALL REQUIRED RECEIPTS AND SUPPORTING MATERIALS NO MORE THAN 30 DAYS (ONE MONTH) AFTER THE LAST DAY OF THE CONFERENCE.  IF YOUR SUBMISSION IS INCOMPLETE OR YOU DO NOT SUBMIT BY THE PROVIDED DUE DATE, WE WILL NOT BE ABLE TO PROCESS YOUR REQUEST. ONCE WE HAVE CONFIRMED YOUR REIMBURSEMENT IS BEING PROCESSED, PLEASE LET US KNOW WITHIN 30 DAYS IF YOU HAVE NOT RECEIVED IT.

Students who are using any of the three GSE funding sources for conference-related expenses may submit the appropriate materials for reimbursement no more than 30 days after the last day of the conference. If materials are incomplete or submitted late, you may not be reimbursed. When submitting your post-conference documentation, please refer to the instructions provided in the Travel Booking and Expense Reimbursement Processes Document. You must submit all of the relevant materials listed on the POST-CONFERENCE EXPENSE REIMBURSEMENT CHECKLIST and TABER (links below).

• Post-Conference Expense Reimbursement Checklist

• Travel and Business Expense Report (TABER)

Other Sources of Conference Funding

Other non-GSAC sources of funding for conference participation/presentation include:

• Faculty Grants – Talk with your faculty advisor about possible opportunities to receive reimbursements covered by grant funding. 

• Dean’s Support – Dean’s support should only be used as a final option after GSAC funding and faculty grant funding are used. You must submit the Application For GSE Dean’s Support for Student Conference Participation before attending the conference. To submit the application and receive additional information about Dean’s support, please contact dean@gse.rutgers.edu. 

• School of Graduate Studies (SGS) Conference Travel Support Awards: These awards are open only to GSE students in the Ph.D. in Education program or the Ph.D. in Higher Education. The funding amount varies, and the application is typically open only once each semester for a specific window of application time. Please visit https://grad.rutgers.edu/funding/conference-travel-funding to see relevant deadlines for each semester. Visit here for more information and a link to the application.

GSAC provides monetary reimbursement (up to $150) to graduate students for the cost of professional certification examination (e.g., PRAXIS) fees. Funding is not guaranteed but will be reimbursed on a first-come, first-served basis (while funds are available).

1. Submit Application for Certification Funding Support

Please fill out the Application for Certification Funding Support and email it to gsac@gse.rutgers.edu along with a screenshot or PDF of (1) the registration for your certification exam, including receipt of transaction and (2) proof of payment for the certification exam (i.e., credit card statement showing your name and the transaction). We will notify you whether your application has been approved. Note: All required documentation (e.g., receipts) must be submitted no more than 30 days (one month) after expenses are incurred. If materials are missing or submitted late, you may not be reimbursed. Also note, the request for reimbursement cannot be submitted until after the exam date has occurred. 

 

IN ORDER TO BE REIMBURSED, YOU MUST SUBMIT YOUR EXPENSES WITH ALL REQUIRED RECEIPTS AND SUPPORTING MATERIALS BY THE DUE DATE PROVIDED BY GSAC.  IF YOUR SUBMISSION IS INCOMPLETE OR YOU DO NOT SUBMIT BY THIS DUE DATE, WE WILL NOT BE ABLE TO PROCESS YOUR REQUEST. ONCE WE HAVE CONFIRMED YOUR REIMBURSEMENT IS BEING PROCESSED, PLEASE LET US KNOW WITHIN 30 DAYS IF YOU HAVE NOT RECEIVED IT.

GSAC provides monetary reimbursement to graduate students for costs related to advancing their original, academic research projects. Since each individual’s research costs are unique, your Application for Research Funding Support will explain the purpose of the research and how your reimbursable expenses support your work. In addition, we ask that you obtain your relevant faculty member’s or instructor’s signature in support of your reimbursement. Graduate students can apply for reimbursement for expenses up to $1,200 per academic year (July 1 – June 30). Funding is not guaranteed and will be awarded on a first-come, first served basis (while funds are available). If you are traveling for your research, you must follow all Rutgers guidelines and processes. 

1. Submit Application for Research Funding Support

To be eligible to receive research funding support, before your research takes place, you must submit the Application for Research Funding Support. Send your completed application to gsac@gse.rutgers.edu. We will notify you whether your application for reimbursement has been approved.

2. Submit Post-Research Documentation

If your research reimbursement has been approved, no more than 30 days after your research expenses have been accrued, you must submit your documentation (e.g., receipts) to gsac@gse.rutgers.edu for reimbursement. If materials are incomplete or submitted late, you may not be reimbursed. 

 

IN ORDER TO BE REIMBURSED, YOU MUST SUBMIT YOUR EXPENSES WITH ALL REQUIRED RECEIPTS AND SUPPORTING MATERIALS BY THE DUE DATE PROVIDED BY GSAC.  IF YOUR SUBMISSION IS INCOMPLETE OR YOU DO NOT SUBMIT BY THIS DUE DATE, WE WILL NOT BE ABLE TO PROCESS YOUR REQUEST. ONCE WE HAVE CONFIRMED YOUR REIMBURSEMENT IS BEING PROCESSED, PLEASE LET US KNOW WITHIN 30 DAYS IF YOU HAVE NOT RECEIVED IT.

In the past, GSAC has sponsored various events at the GSE, including the Learning Sciences Lunch & Learn Series (formerly known as Brown Bag Series) and Coffee Socials in the GSE lounge area. If you would like to propose an event to be sponsored by GSAC, please contact us at gsac@gse.rutgers.edu.