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Conference Awards

Conference Presentation and Attendance Awards 
The Conference Presentation and Attendance Awards are given to graduate students to help cover the cost associated with participating in academic conferences. While the amount can be more for those presenting a paper at a conference, smaller awards are also given to graduate students for attending an academic conference.

GSA Conference Award Submission
Please read through the Conference Award Application Instructions and Checklist and complete the Conference Award Application and Conference Award Cover Page all found HERE. The Excel version for direct entry can be found HERE. All Conference Award Applications are due within 30 days after the end of the conference. No exceptions! All conference and publication assistance awards must be submitted online as one file (pdf -see instructions; or in a zipped folder-see instructions). Please use the link below to submit your single file/folder conference award application online.

If you are presenting at an international conference and are submitting receipts that are not in U.S. dollars, please use the OANDA website to convert the amounts to USD.  Failure to do so may result in a delay of receiving your conference award.

https://script.google.com/macros/s/AKfycbyp8QN9REQVXW0yKLC7kW3kmk_RQH3NIsfS42XL2fdu3fjhkdIz/exec

Please note: You will receive an e-mail from the GSA confirming that your application has been received.  If you do not receive an e-mail from the GSA within 5 days of submitting your application, please contact us at gsa@slu.edu immediately.

Conference Award Guidelines
Award Amounts
  • For conference attendance: 50% of eligible costs up to $200.00
  • For conference presentation (in the US): 50% of costs up to $300.00
  • For conference presentation (foreign): 50% of costs up to $400.00
Please note the new funding policies below in blue.

These amounts are subject to change at the discretion of the GSA Executive Board. Any changes will be announced to the General Assembly and will go into effect immediately.

Number of Awards
The GSA will give conference awards to as many as apply and are eligible, but not exceeding the limit of the GSA's awards budget. Submitting an application for an award is not a guarantee of its acceptance.

Award Eligibility (New Policies as of July 1, 2017)
  • Applicant must be a current graduate student at Saint Louis University.
  • The applicant's academic department must be in good standing with GSA during the time of the conference presentation or attendance (see website for additional information).
  • Applicants can only apply for the conference travel award twice per academic year (The SLU academic year runs from July 1st to June 30th.)
    • If a student applies twice for a conference award, the maximum that can be received for the year is the larger of the two conference types.  
    • For example, if a student attends a conference in the fall (max $200) and receives $130, then if the student presents in the spring (max $300), the student is eligible to receive as much as $170 for the second conference.
    • Second example: if a student presents at a domestic conference in the fall and receives the full $250, then if the student presents at a second domestic conference in the spring, then this student is eligible to receive as much as $50 for the second conference.
  • The award will only cover eligible expenses within 1 day of the conference for food and lodging.
  • The award will cover eligible travel expenses as denoted below:
    • For domestic conferences, students are eligible to have travel costs compensated for up to three additional days. These are in addition to the existing one day before and one day after the conference.
    • For international conferences, students are eligible to have travel costs compensated for up to eight additional days. These are in addition to the existing one day before and after the conference.
    • The applicant cannot receive continuing education credits for conference attendance.
    • The applicant cannot claim meal expenses above SLU's daily per diem rate. Note that all meals must be documented with a receipt.

    Expense Type (Required Documentation)
    Transportation (please see above for new policies)
    • Airfare: Original Receipts and Boarding Passes
      • If you are using your phones as boarding passes, please remember to screen-capture your passes to prevent delays in processing your application. 
    • Personal or Rented Vehicle Expenses (e.g. parking, gas, tolls, rental fees): Original Receipts within dates of travel
    • Public Transportation or Taxis/Shuttles: Original Receipts
    Meals
    • Itemized Food Receipts (NOTE: 2 alcohol purchases with a meal are redeemable at the discretion of the GSA executive board)
    • Excessive tips will NOT be reimbursed.
    Lodging
    • Itemized Hotel Receipt
    • Hotel Incidentals: Internet charges and meals billed to room are redeemable
    Conference and Related 
    • Registration Fees: Original Receipts
    • Printing Costs: Original Receipts
    Examples of Ineligible Expenses
    • Membership dues
    • Books
    • Alcohol separate from a meal
    • Toiletries or prescriptions
    • Sightseeing activities, souvenirs
    • Lodging incidentals (movies, mini-fridge purchases, video games)
    • Purchases without receipts
    • Passports
    Procedure
    Students requesting a Conference Award must complete a GSA Conference Award Application and submit online no later than 30 days after the end of the conference. The application must include the signatures of the applicant and department representative.

    Dual Funding
    If alternative funding is received by the applicant for the conference, this amount must be specified on the Conference Award Application Excel sheet. The GSA Conference Award may only cover the amount paid by the graduate student that is not covered by alternative funding.

    Policy Exceptions
    Policy exceptions are determined on a case-by-case basis. If you would like to be considered for an exception, you must receive approval from GSA before the travel occurs by emailing gsa@slu.edu with an explanation of the reason for an exception along with any accompanying documentation (e.g., flight price comparisons). In addition, include the GSA exception approval email in your application. If you receive an exception to travel more than the 3 (or 8) days outside of the conference dates, this exception will only apply to travel costs (e.g., airfare, rental car, parking, gasoline), and does not apply to meals or lodging. Not all exceptions will be granted and an exception does not guarantee a conference award.

    International Travel Insurance
    To prepare and safeguard Saint Louis University students studying abroad, the Office of International Services adopted a comprehensive insurance package, mandatory for all students participating in a Saint Louis University International Program. International Programs include, but are not limited to, an international program of study, research, service or other University sponsored international experience. Additional information regarding the HTH Worldwide insurance policy, including a link the online application and payment, may be found on the International Health Insurance Study Abroad webpage. If you have any questions, please do not hesitate to contact Annie Cavedine, in the Office of International Services, 314-977-4081or acavedi2@slu.edu.

    Any questions?
    Check out our Frequently Asked Questions or contact the GSA Executive Board at gsa@slu.edu.