TRAVEL SUBSIDY REQUEST FORM
The Office of Graduate Studies offers a limited number of travel grants annually to encourage student
participation in academic meetings and conferences held within the United States and territories (includes
Puerto Rico). The award will have a maximum value of $400 and can only be used to cover meetingrelated expenses including registration, transportation, lodging, and food. Applications are due at least one
month before the conference begins. Students are only eligible for one award per fiscal year (July 1st through
June 30th). In addition, no more than 5 awards will be given out for each meeting or conference. Students
intending to attend international meetings beyond the United States should seek funding from the Office of
International Programs.
Application Instructions: Applications are accepted on a rolling basis. A decision will be returned whenever
possible within 4 weeks. To apply, send the following seven components (combined in a single pdf file) to the
ogsstaff@drexel.edu with the subject "Travel Subsidy":
1.
2.
3.
4.
5.
6.
7.
Application Form, fully completed
A 1-page personal statement explaining the relevance and importance of attending the meeting/conference
Statement of support by the Graduate Advisor including justification for attendance, confirmation of
student’s full-time status, and details on the other sources of funding
Transcript (unofficial transcript from DrexelOne is appropriate)
Conference information (brochure, website, etc.) with details of registration fees, if applicable
Proof of your presentation’s acceptance at the conference (if available at time of application)
Resume/CV (Curriculum Vitae)
Section I: Applicant Information
Last Name:
First Name:
Major:
Degree Level:
PhD/Doctoral
Drexel ID #:
Supervising Professor:
Drexel Email Address:
Master’s
Email Address of Supervising Professor:
Graduate Advisor:
Email Address of Graduate Advisor:
Section II: Meeting/Conference Information
Meeting/Conference Name & Estimated Number of Attendees:
Meeting/Conference Location:
Meeting/Conference Dates:
Date/Time of Your Presentation:
Type and Title of Presentation:
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Section III: Estimated Expenses*
*Please attach any pricing you have found to substantiate your expected cost
Registration Fee (excluding organization member fees):
Transportation Costs (include economy-class air/train-fare, car rental, tolls, etc.):
Lodging (mid-range, single occupancy rates, capped at a maximum of 2 nights):
Food (maximum of $24/day for maximum of 2 days):
Miscellaneous (please list):
Total Estimated Expenses:
Additional sources of funding (confirmed or anticipated) for this meeting/conference
(please list):
Any previous support/funding received for meeting/conference travel (please list):
Conditions of the Graduate Travel Subsidy Award
To qualify for a subsidy, the applicant must be enrolled in a full-time doctoral or master’s program at Drexel in good
academic standing and presenting a talk or poster at the meeting/conference. The presenting student must complete
this application and submit with all supporting documentation no less than 30 days before the conference begins.
Applicants will be notified via email of any award at least 2 weeks before the beginning of the conference. Students
who are also receiving funding from their departments/advisors will be offered the chance to have their award
transferred directly to the accounts of their departments/advisors. A follow up 1-2 page summary report and all
complete travel forms, documentation, and original receipts is due to the Office of Graduate Studies within two
weeks of the last day of travel.
The amount of support awarded will be based on:
• The type of participation and visibility in the conference; for instance
o Quality/likely impact of the presentation
o Size/quality of the meeting (local vs. international, for example)
o Student’s role in the presentation (first author or not, oral session vs. poster)
• The strength of support in the recommendation letter
• Student’s year in program (and therefore number of opportunities for further support)
• The subsidy funds available
• The amount of any other funding student is receiving to help cover expenses
• The amount of previous support/funding a student has received in the past
The amount awarded for meeting-related expenses will be a maximum of $200 after registration fees which will be a
maximum award of $200 for a maximum total of $400. All awards are calculated and determined by the Associate
Vice Provost for Graduate Studies. Students who have already received a travel subsidy from the Office of Graduate
Studies in the same fiscal year (July 1st through June 30th), received a subsidy from the Office of International
Programs, or submitted an incomplete or late application will be excluded from consideration. Applications are not
complete and will not be reviewed without original signatures and all required documentation (above).
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Reimbursement
Students receiving funding from their departments/advisors will have the choice to follow standard reimbursement
procedures or have their award transferred directly to their department/advisor. Students will only be reimbursed if
they submit all appropriate documents and receipts for conference-related activities and must conform to Drexel
University’s Travel Policy.
Student must submit the following within two weeks of the last day of travel:
1. All original receipts and invoices
a. Receipts should be itemized
b. Small receipts may be attached/taped to separate sheets or paper
2. Travel Expense Reimbursement Report
3. Check Request Form
a. Complete sections 1 and 2 and your student ID number
b. Students who are employed by Drexel (i.e. in Payroll) may request a direct deposit
4. 1-2 page summary report of the meeting/conference
I have read all of the instructions and I understand the qualifications of the Travel Subsidy Award and
reimbursement process.
Student Signature:
Date:
For the Office of Graduate Studies
Received on
Award Amount: $_
by
No Award
Approved
Office of Graduate Studies 3141 Chestnut Street Randell 240 Philadelphia, PA 19104
Tel: 215.895.0366 Fax: 215.895.0495 Email: ogsstaff@drexel.edu Web: www.drexel.edu/graduatestudies
(Last Updated 7/31/2013)
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