GSS Travel Funds Information and Instructions

This is an opportunity to receive reimbursement for travel (that you have paid for) to your presentation at a domestic or international scholarly conference. Applications must be submitted online by 11:59 PM of the stated deadline. Each cycle’s deadlines are posted on the GSS Funding page. You may submit 1 application per cycle, but can only receive GSS travel funds once per fiscal year.

Read all instructions about eligibility and submitting an application before proceeding! If you have any questions, please contact the GSS Travel Funds Committee chairpersons.

Award Amounts

GSS Travel Funds are awarded in the following amounts, depending on the location of the conference:

  • Up to $300 for travel to conferences within 300 miles of Iowa City.
  • Up to $500 for travel to conferences in North America greater than 300 miles from Iowa City.
  • Up to $600 for travel to conferences in Hawaii, Alaska, or outside North America.

The award will be claimed directly by you, the applicant, as a mailed check or direct deposit.

To be eligible:

  1. You must be a graduate student in a degree program at the University of Iowa at the time of application AND at the time of collecting the GSS Travel Funds award
  2. You must NOT have already collected a GSS Travel Funds award in the current fiscal year (July 1 – June 30)
    • You may apply for multiple conferences/presentations within the same cycle without being disqualified; however, because only one Travel Funds award can be received per fiscal year, a maximum of one will be awarded.
  3. Travel to the conference must have occurred within the date range specified for the current cycle deadline.
  4. You must have proof (email or letter) that your presentation was accepted to the conference. This proof must be a legible file in PDF, JPG, or PNG format, and can be either a message from conference staff, or the page in the conference program in which you highlight your name and presentation.
    • Scholarly events that are not scientific conferences, such as music and Fine Arts workshops or artist’s residencies, are eligible if you are (1) presenting your own original work to (2) other scholars as part of the (3) conference program. Original compositions and lecture recitals are eligible; performances of non-original work are not eligible.
  5. You must have proof that you (not your department) have paid for travel expenditures (e.g., flight, bus, gas, hotel) for this conference. International students traveling outside the U.S. should contact the Office of International Students and Scholars prior to travel to ensure that all necessary documentation has been completed.

Frequent Reasons for Disqualification

  1. Applicant has already received a GSS Travel Grant this fiscal year.
  2. Failure to provide attached proof of acceptance to present at conference. If you encounter difficulty attaching the document, please re-start the application or contact the committee chairs.
    • Proof of acceptance must clearly demonstrate that you are presenting in the conference/collaborative performance, etc., and be the presenter (not just co-author). This can be in the form of a program or roster that clearly shows your name, or a letter from the organization/head organizer confirming your presence/participation at said date and time of the conference.
  3. The application is written to fund research or scholarly production instead of attendance of a conference or similar scholarly event (instead, try the GPSG Grant or the Supplemental Travel Award for Research GSS grant).

Application Tips

  1. Fill out the application carefully and completely so that it is not disqualified (see above).
  2. The application website does NOT save your answers as you go, so we recommend that you save your answers to each section in a separate Word or Text document.
  3. If you are co-presenting with another applicant, please submit two separate applications independently and alert the GSS Travel Funds Committee chairpersons.
  4. Tips on grammar and punctuation from the Writing Center
  5. Help with writing grants and fellowships from the Graduate College
  6. How to save a web page or web email as a PDF

GSS Travel Funds Committee

Members of the GSS Travel Funds Committee review and score applications. Please note that committee members and chairs are strictly required to follow guidelines that they:

  1. will not give feedback on specific scoring criteria
  2. will not give feedback on the final score of an individual application
  3. will not provide copies of application materials
  4. will not accept late applications
  5. will not allow an application to be edited after it is submitted
  6. will not notify the applicant if an application is disqualified

Reviewing and Scoring of Applications

  1. Reviewers are members of the GSS Travel Funds Committee. This is a diverse committee of graduate students from various fields of study. Applications should be written so that a graduate student in any discipline can understand the work’s importance. Each application is reviewed by at least two reviewers who are not familiar with the applicant.
  2. Reviewers allocate points for adherence to instructions, clarity, compelling justification of presenting at this conference, spelling/grammar, and properly attached documentation (please attach only the requested documentation).
  3. Points are also allocated if there have been documented attempts to obtain funding from other sources (even if this funding is not obtained).
    • For proof of funding, attach a PDF copy of a completed application/request for funding, or the letter/email from the person/organization that states you have applied for funding.

It takes approximately 4-6 weeks for applications to be reviewed and for funding decisions to be emailed. We thank you in advance for your patience.

Once an application has been submitted, it cannot be altered. If you have extenuating circumstances, please contact the GSS Travel Funds Committee chairpersons as soon as possible.

Notification and Claiming

If your GSS Travel Funds application has been funded, you will be notified via email (at the address you include in the application). You have one month after the conference date or the award notification date, whichever is later, to submit receipts for conference related expenses. While original receipts are preferred, photocopies will be accepted if originals are unavailable. Submit original receipts for travel related expenses to:

GSS Travel Funds, c/o Kathy Klein Gerling
Graduate College
Gilmore Hall, Room 201

Note: It is assumed that the applicant will claim the award. If for any reason the award is not claimed, it is the responsibility of the applicant to notify the Committee in a timely manner. Failure to notify the Committee of not retrieving the award makes the applicant ineligible to receive another award in the current Fiscal Year.

GSS Travel Funds are awarded in the form of a fellowship. Please be aware that the U.S. Government considers all fellowships as taxable income.

International students traveling outside the U.S. should contact the Office of International Students and Scholars prior to travel to ensure that all necessary documentation has been completed. In order to complete the fellowship payment for international students, please have the I-20 form and passport I-94 record entry available. The original documents will need to be viewed and copied and will be appended to the submitted receipts which will be kept on file.