How Do I Get Funding/Reimbursement for Travel?
0. What kinds of funding are available? (Overview)
1. How do I get money from the Computer Science department?
2. How do I get money from GPSA?
3. How do I get money from A&S PBC and Alumni?
4. How do I get money from A&S GSO?
5. How do I get money from the conference itself?
Please keep in mind that conference trips are rather expensive (registration fees range in the $400 - $1,000, airplane tickets and hotels tend to cost a lot etc), that many grants come with no travel support, and that overall the lab has limited funding for travel allocated each year. Book your trip early (before ticket prices sky-rocket), strive to get discounted registration rates, drive instead of flying when you can, locate other folks attending the conference and share rides or rooms (many hotels will accommodate 4 to 5-person room bookings) etc. That being said, there are several sources of funding available to a student who is presenting at a conference. One just needs to start applying for and secure these resources way ahead of the actual conference trip.
Funding sources are outlined below with its own FAQ question. The procedure and limitations of each source will be outlined briefly, but please read the fine print on each of the applications. This FAQ is a map, but "The map is not the territory". You alone are responsible for knowing the details of each travel grant.
If you notice any inaccurate information or have sources to suggest, please email Adam (ams292).
General guidelines:
- You need to apply for funding before the conference trip, not after.
- Don't procrastinate. Figure out your travel funding as soon as you've decided you want to attend the conference; at the latest once you've been notified of a paper acceptance.
- In general, you need to be a registered student to qualify for all the university-level awards; this includes CS Departmental funding.
- Many sources will fund graduate students only; Honors undergraduate students have additional opportunities through the Honors College.
- No funds will pay for alcohol, so you must get itemized food receipts (if the grant covers food at all).
- You should apply for all of the below grants at one time and show copies of your applications to the other sources.
- When you come back from the event, submit your receipts to your department first.
- They will generate the Travel and Business expense form and then you can take it to the other sources.
In general the order is Department/Advisor/Research Grant -> A&S PBC & Alumni -> A&S GSO -> GPSA
- It is recommended to personally deliver the expense forms for signing so that there is no delay and the paperwork is not lost.
If Dr. Marai has hired you as a GSR/REU on a grant that provides travel support, then that resource may cover (some part of) your expenses. Do not assume that that is the case, however. Talk to Dr. Marai first; she will most likely ask you to tap into the other resources below as well.
The Department also provides some conference travel support to the tune of $600 per student presenting (if you're a co-author and the other authors are also applying for funding, the funds get split). You need to apply with Karen Dicks way ahead of time. A CS student is not eligible for the departmental travel award if he/she is not registered. This is also true for all the university-level awards.
Amount: $600
Pre-Approval: Yes
Office: 6135 Sennott Square
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Link:
Amount: $100 or $200 based on eligibility
Pre-Approval: Yes
Office: 825 Western Pitt Union
Limitations: 1 per fiscal year, with a max of 2.
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Link:
Amount: $600
Pre-Approval: No
Office: 5141 Sennott Square
Limitations:
- 1 time for MS after 18 credit hours. 2 times for Ph.D.: once after 18 credit hours and once again after comps.
- No food.
- May not be available if you are a GSR receiving travel funds.
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Link:
Amount: $150
Pre-Approval: No
Office: 5141 Sennott Square
Limitations:
- 1 time for MS after 9 credit hours 2 times for Ph.D.: once after 9 credit hours and once again after comps.
- Will reimburse either gas or mileage ($0.405 per mile), but not both.
- Will reimburse food, but only if you have at least 1 food receipt from each day.
- Must be presenting paper.
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Amount: varying; the conference may waive your registration, pay for your trip, provide accommodations etc.
Pre-Approval: Yes
Most conferences run Student Volunteering programs, which are a great way to meet other students while having your conference trip sponsored. You need to apply way ahead of time (e.g., Aug 1st for Vis which takes place end of Oct). You do not need to be a presenter at the conference.
Several conferences run Doctoral Colloquium programs, which also sponsor in very significant ways the attendees' conference trip (registration, hotel, travel etc).
Some conferences (GHC etc) may sponsor your trip based on a heart-felt application, whether you are presenting at the conference or not.
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