GPSF can provide funding for your conference or research travel through Individual and Group Travel Awards. This is a very competitive award, receiving many applications each cycle.

All GPSF funds, including the Travel Awards, come from student fees. All Travel Awards are processed as reimbursements; we cannot disburse funds until after your travel has been completed.

Before applying, you must review the Travel Awards Process. Please also also read the FAQs and review the grading rubric. The application can be found below.

If any other questions remain, please contact the Travel Awards Chair.


Travel Awards Process

Eligibility

  • Currently enrolled graduate or professional student at UNC Chapel Hill in good standing
  • Has NOT received GPSF Travel Award in the past two (2) years
  • Enrolled during the semester corresponding to the travel
  • The applicant must certify that they will not use GPSF Travel Award in conjunction with another funding source for the same trip, unless they apply for and are granted a Top-up Differential*.    

To learn more about the eligibility and grading criteria, please review the Travel Awards Law.

Travel Awards Law

 

* If an applicant is receiving an award from a source outside The GPSF and that award is less than 50% of the maximum amount permitted by The GPSF code (less than $200 for domestic, $300 for international travel), the Committee may elect to award a Top-up Differential to meet the maximum award amount 

Application


You must apply for a GPSF Travel Award based on your travel dates. See the chart below for more information.

Funding Cycle If your travel occurs… Apply between…
 Fall Cycle 1 July 1 – September 30 August 1 – September 1
Fall Cycle 2 October 1 – December 31 October 1 – November 1
Spring Cycle 1 January 1 – March 31 Jan 1 – February 1
Spring Cycle 2 April 1 – June 30 February 20 – March 20

 

Travel Awards Application

Timeline



After the application deadline, the Travel Awards Committee will review the applications and make recommendations for funding. These recommendations will be presented to the GPSF Senate and voted upon; pending Senate approval, applicants will be notified of their award. After ensuring all eligibility criteria are met and the Treasurer has received your reimbursement documents, a check will be written and mailed to you.

Reimbursement

Students who have been awarded a GPSF Travel Award should follow the following process. This is NOT an application for a Travel Award. 

Once awarded a GPSF Travel Award via Senate approval, you will begin working with the GPSF Comptroller to  provide supporting documentation for your travel to process your reimbursement. 

You must submit the following documents within 30 days of completing your travel in order to receive your reimbursement :

  • A Travel Awards Expense Report, online here.
  • All relevant receipts, up to the award amount; must be originals and itemized
  • Proof of Acceptance for conference travel, or a signed letter from your research advisor or supervisor confirming the details of your travel
  • A brief summary of your experiences; not to exceed one (1) page

Further details are provided below on each of the bullet points.

Once you have satisfied all the conditions for reimbursement, a check will be written and mailed to the address provided in the Travel Awards Expense Report OR can be picked up at the University Box Office at the Union. 

Receipts

  • All receipts must be originals and itemized
    • Photocopied receipts are not acceptable. In order to be good stewards of student fee money, we must ensure that all reimbursements are legitimate and not duplicated. If the only receipt provided is digital – such as an email receipt for a flight or hotel reservation – you may submit a printed version of this receipt. If you have lost your original receipt, you should call or visit the vendor and ask for another copy to be printed. No expenses will be reimbursed without an original receipt.
    • Itemized receipts explicate exactly what was purchased. Credit card slips and copies of bank/credit card statements are not acceptable. No expenses will be reimbursed without an itemized receipt.

 

Here is what an Itemized Receipt looks like:

* Note the proof of purchase and itemized purchases

Here are what Non-Itemized Receipts look like:

*note the lack of itemized purchases.

Proof of Attendance

  • You must provide Proof of Attendance
    • For conference travel, you may use the confirmation email that states your acceptance or you may use the page in the conference program which lists your presentation. If you are attending a conference and not presenting, you must submit your conference registration confirmation.
    • For research travel, you must have an advisor or supervisor send a signed letter to the GPSF Comptroller confirming the details of your travel.

Experience Summary

  • You must provide a Brief Summary of Experience
    • This report should be less than one (1) page in length. Your summary should include the purpose of your travel and personal / professional benefits you received.
    • Submit your summary to the GPSF Comptroller with your receipts.
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