Conference Awards for Attendance and Presentation
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.
Please note: Summer applications will be reviewed on a rolling basis.
GSA Conference Award Submission
All Conference Award Applications are due within 30 calendar days after the end of the conference. No exceptions!
Please read through the Conference Award Application Instructions and Checklist. Click on the links to download the files.
- The Conference Award Checklist will help you determine what you need to submit and how to submit them. These items are restated below.
- The Conference Award Cover Page is needed as the first page of your application.
- The MS Excel Expense Sheet will be used to list all of your justified expenses. PLEASE type out the words and numbers in the spreadsheet; do not print and write out everything! The spreadsheet has formulas, which will speed up the process for you when completing the form and for us when reviewing your application.
- You will need to get your application signed by your designated GSA department/program representative. If you do not know who your department/program representative is, please check the list HERE.
All conference and publication assistance awards must be submitted online as one file (pdf - see instructions, or try using a website such as Smallpdf, Combine PDF, or easypdf, which allows a limited number of free uses for non-members). 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.
To avoid delays or even rejection of your application, please make sure you have the following items in your PDF before you officially submit your Conference Award application:
- Cover sheet signed by your GSA Department Representative;
- Completed Excel Sheet (preferably typed, as it auto-fills the formulas;
- All receipts and invoices of claimed expenses on the Excel Sheet;
- Any boarding passes for flights or trains taken;
- A conference program cover as evidence of attendance (your name badge from the conference is acceptable);
- If presenting:
- Page in the program with your name and presentation;
- A copy of the abstract of your presentation.
- Starting July 1, 2019, all applications must use the updated forms dated JUNE 4, 2019 or later. Failure to do so may result in a rejected application that will need to be resubmitted.
- Furthermore, if no student is listed as a representative for your department or program, then you will be unable to apply until GSA has been notified about a new representative for 2019-2020. Former representatives are ineligible to sign starting July 1, 2019.
(Please note that you will need to log into Google with your SLU ID. You may need to log out of other Google accounts in the process.)
Please note: You will receive an e-mail from the GSA confirming that your application has been received. If you submit by Friday and do not receive an e-mail from the GSA by the following Monday after submitting your application, please contact us at firstname.lastname@example.org immediately. It can take between two and four weeks between submission of application and receipt of reimbursement in your student account.
Conference Award Guidelines
- For conference attendance: 50% of eligible costs up to $100.00
- For conference presentation: 50% of costs up to $300.00
These amounts are subject to change at the discretion of the GSA Executive Board with recommendation from the Conference Awards Committee. Any changes will be announced to the General Assembly and will go into effect immediately. To be consistent and fair to students who have already applied, changes to amounts
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.
- 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 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 $100), then if the student presents in the spring (max $300), the student is eligible to receive as much as $200 for the second conference.
- Second example: if a student presents at a conference in the fall and receives $150, then if the student presents at a second conference in the spring, then this student is eligible to receive as much as $150 for the second conference.
- The award will only cover eligible expenses within 1 day of the conference for 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 $65 per day (please see Excel sheet for information regarding international travel). Note that all meals must be documented with an itemized 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 (we do accept Uber/Lyft receipts)
- Itemized Food Receipts (NOTE: 2 alcohol purchases with a meal are redeemable at the discretion of the Conference Awards Committee and the GSA Executive Board)
- The maximum amount GSA will cover per day is $65 for domestic locations.
- Excessive tips will NOT be reimbursed.
- Itemized Hotel Receipt
- Hotel Incidentals: Internet charges and meals billed to room are redeemable but need to be be itemized.
Conference and Related Fees
- Registration Fees: Original Receipts
- Printing Costs: Original Receipts
Examples of Ineligible Expenses
- Membership dues
- Alcohol separate from a meal
- Toiletries or prescriptions
- Sightseeing activities, souvenirs
- Lodging incidentals (movies, mini-fridge purchases, video games)
- Purchases without receipts
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.
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 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 email@example.com 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 meals (on travel days), and does not apply to 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 Anne Cavedine, in the Office of International Services, 314-977-4081 or firstname.lastname@example.org.