Travel Subsidy

Important Notice: With effect from January 1, 2015, only applications from students making presentations in oral form (i.e. in the form of a paper in front of an audience) will be considered for travel funding, unless posters are the only mechanism allowed by the conference/meeting organizers for students to show their work.

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 meeting-related 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 Request":

  1. Application Form, fully completed
  2. A 1-page personal statement explaining the relevance and importance of attending the meeting/conference
  3. 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
  4. Transcript (unofficial transcript from DrexelOne is appropriate)
  5. Conference information (brochure, website, etc.) with details of registration fees, if applicable
  6. Proof of your presentation’s acceptance at the conference (if available at time of application)
  7. Resume/CV (Curriculum Vitae)

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 (if only method allowed by the meeting/conference organizers to showcase student work) 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
    • Quality/likely impact of the presentation
    • Size/quality of the meeting (local vs. international, for example)
    • Student’s role in the presentation (first author or not, oral session vs. poster [if/when allowed])
  • 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 signatures and all required documentation (above).

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 trave:

  1. All original receipts and invoices
    • Receipts should be itemized
    • Small receipts may be attached/taped to separate sheets or paper
  2. Travel Expense Reimbursement Report
  3. Check Request Form
    • Complete sections 1 and 2 and your student ID number
    • 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