Frequently Asked Questions
When should I apply?
Deadlines for applications depend on when your conference (for individual students) or events (for groups) is held. There are a total of four funding periods.Check the Deadlines page to determine the deadlines for the appropriate funding period.
How much conference funding am I eligible for?
Graduate students in good standing are eligible for up to $300 per academic year. Specific award amounts are based on availability of funds. Priority may be given to students applying for the first time or presenting at the conference.
How much funding is our Student Group eligible for?
Student Groups are eligible for a total of $3000 per academic year. Specific awards may be based on availability of funds.
Do I have to attend the Finance Committee Meeting in order to get funding?
We have recently changed our procedures, and applicants for conference funding are no longer expected to attend the Committee Meetings. Student Groups applying for funding are still strongly encouraged to attend the meeting in order to clarify and confirm allocations for their request. All applicants will receive email notification of meeting results. GPSA committee meetings are still open to all graduate students, though only committee members have voting privileges.
What if my travel plans change?
The Finance Committee will consider reasonable changes to an award if requested before travel. In order to request a change, the student is required to send a formal letter with an original signature to the Vice-President for Financial Affairs no later than two weeks before travel with any requests for changes in the award. The Finance Committee will decide on the merits of the requested change and may either approve or deny the change. The Finance Committee can only change the award allocation (for example, from lodging to airfare). The Finance Committee will not approve increases in the award.
What if plans for our Group's event(s) change?
Student groups are responsible for contacting the Vice-President for Financial Affairs no later than two weeks before the activity, event or program with any requests for changes in the award. The Finance Committee will consider changes to awards based on the circumstances and need for the change as presented by an official representative of the graduate student group. If changes are approved, the Vice-President for Financial Affairs will submit a Budget Reallocation Form to the Student Activities Business Office. The student group and the Campus Activities and Programs office will receive a copy of this form.
What am I required to submit for proof of payment?
Documentation for proof of payment must show the total amount paid and how it was paid. Receipts must be original and show:
- Date
- Your name
- Specific items purchased
- Exact dollar amount
- Confirmation of payment type used
What if I split an expense (such as hotel room, car rental, etc) with another student?
The VP of Finance should be notified in advance of any third party expenditures. With your authentication, be sure to show both the total amount, as well as how you paid your half of it. For example, if you wrote a check to the other student paying for the expense, you should submit both a copy of their receipt for the total expense, AND a copy of your cancelled check.
Do I have to pick up my reimbursement check?
If you are being reimbursed for conference expenses, there is no need to pick up the reimbursement check. By default, checks will be mailed to the address you have provided. If there are any special circumstances we should know about, please inform the VP of Finance as early as possible. We can change the address or have the check held at the Business Office if necessary.
Still have questions? Please contact the VP of Finance Kristen Hudak at hudak.k@neu.edu.