How to Apply for Travel Funds

Application Deadlines

Be aware of these deadlines and plan ahead! Funding must be requested prior to your conference attendance. Funding will not be provided for conferences you have already attended.

* There is one exception to these deadlines, if students can provide proof that they received acceptance to present their research at a conference after the applicable deadline. Please email this proof to the GSTF. The decision regarding what is considered “acceptable proof” will be determined by the GSTF.

What to Know before You Apply

• Apply for the conference and have your acceptance corespondance ready to be shared
• Make sure your advisor and/or department/program chair are aware you are applying for GSTF and support you receiving the award
• Make sure you know all funding your are recieving, ie grants or department funds, prior to applying

How to Apply

Students:

• First, log in to the GSTF Application Portal (insert WiseApp link here), using your George Mason credentials. Select "Login as Student"
• Make sure that your Student Profile is up to date and accurate
• Select "Create New Application" on the left-hand sidebar
• Provide all requested information, such as details on the conference dates, the abstract of what you are presenting, and anticipated expenses for each category (registration, transportation, lodging, funding)
• Submit the application. An email will be sent to the faculty advisor (and department chair, if international travel is involved) for approval
• You can track an application's progress by clicking on "View Existing Applications"
• Applications cannot be modified once approved by your faculty advisor and/or department chair
• The GSTF will advise you of its funding decision within seven days of the application review. This decision is final, and it will not be changed or reconsidered.

Faculty Advisors and Department Chairs:

• Faculty and department chairs will receive an email notifying them to approve of a student's request for funding. Faculty and department chairs can also log in to the GSTF Application Portal (insert WiseApp link here). 

If a Funding Request is Approved:

While Traveling

• Attend the conference and save all original, itemized receipts (receipts that list all purchases made, not just the total amount that’s due). These original receipts must be submitted with your request for reimbursement in order for it to be processed. Food is not reimbursable.????????

When You Return

• Log in to the George Mason Finance Gateway
• Complete the reimbursement process
  • Make sure to have the following documents to complete process: original proof of conference registration (even if not asking for reimbursement of the registration fee), original proof of airfare purchase (if traveling outside of Virginia, Maryland, and D.C.), and all original, itemized receipts.
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If the reimbursement request is approved, you should receive reimbursement within four to five weeks. There may be some delays in processing requests during the scheduled holiday breaks. This process must be completed carefully and correctly — set aside some time to complete these steps properly. Failure to correctly complete the forms will delay your funding disbursement, and could block it completely.

• You may not appeal this decision, it is final. However, you can apply for GSTF funding for your next conference.
• The GSTF will not provide funding for other expenses you might incur while attending a conference.