Group Travel Grants


Awards may be used to offset travel costs for groups of students traveling to the same conference to present individual work, including airfare, mileage, lodging, and food. In addition, awards may be used to cover meeting registration and the cost of preparing displays (e.g. expenses associated with printing posters). 

Eligible Projects: Projects from any academic discipline are eligible for funding provided that:

  1. The project makes an original intellectual or creative contribution to the discipline.
    There needs to be some type of original product from the project.
  2. Students have demonstrated at least partial ownership and intellectual investment into the project.
  3. The student(s) is(are) the primary presenter(s) of the work.

Deadline: Requests for UGRASP funding to support student travel should be submitted after the project has been accepted for presentation and at least three weeks prior to the meeting date, if possible.

Award Limit: Awards will be limited to approximately $500 per project regardless of the number of students participating.

  • When more than one student is requesting travel funds associated with a single project, one application should be submitted by the lead author and the application should also include an explanation of the contribution of each student to the project and the expected level of participation for each of the students during the presentation.
  • For groups with multiple students traveling to present individual work at the same conference use the Group Travel Application

Application Process: Applications should be submitted electronically as a Word or PDF document to the Dean of the college/school that your faculty mentor belongs to. E-mailed files must include the last name of the student applicant in the e-mail subject line and within the file name in the following format UGRASP-TRAV-“Smith-J”.  Applications should be single spaced in a clear 12-point font, maintaining a 1-inch margin along all sides of the page.

Complete Applications Must Include:

  1. A completed cover sheet.  This cover page should be the first page of your electronic file. 
  2. The abstract or presentation summary as it will appear in the conference or meeting program.
  3. A personal impact statement describing how the student will benefit from the event.
  4. An itemized budget of all expenses, including a brief justification.  You must clearly indicate which major expense you request UGRASP fund.  You must also indicate how the remaining expenses will be covered if travel is contingent upon other resources.
  5. A copy of the acceptance E-mail or notification from the conference organizers.
  6. A letter of support from the faculty mentor submitted separately to the Dean of your college/school. Support letters may be brief but they should describe the nature of the meeting (e.g. a national meeting within your discipline, a regional meeting of professionals, etc.).  Letters must contain the following statement:

I assume responsibility for all aspects of this project including 1) filing a travel authorization prior to departure, 2) insuring funds are spent and expenses documented in accordance with SUU travel policies, and 3) insuring the student presents at the Festival of Excellence and upon return provides UGRASP with a synopsis of the event.


be e-mailed and include the last name of the student applicant in the e-mail subject line and within the file name (e.g. UGRASP-TRAV-FacSupport-“Smith-J”).

Budget Information

Per diem (food) reimbursement while away from home

In order to spread funds as far as possible, UGRASP does not cover per diem except under unusual circumstances where the other costs of attending the conference, etc. are negligible.

Personal vehicle expenses vs. motor pool

If you are using a motor pool vehicle, make sure the vehicle size and class is appropriate for the number of people going (e.g. SUV’s cost more than sedans). The motor pool rates include everything (gas & mileage) so you cannot request reimbursement for other vehicle related expenses.

If you want to use your own vehicle, please check for the current reimbursed rate. This covers gas as well as wear and tear, so you cannot request money for these things.

If you want to rent a vehicle, you can request reimbursement for the rental and submit gas receipts through your advisor's department.

Individual applicants traveling to the same conference

To help spread the funds out as far as possible to as many people as possible, UGRASP grant reviewers look for ways to save money when people travel together to the same conference. You co-operation here is greatly appreciated. Look for reasonable ways of saving money. This can get complicated, and there's no "one size fits all". Here are some suggestions: Can all or some of you travel together in the same vehicle? Can same sex students share a room? Note: we would not expect them to share a bed! Also note that same sex faculty can be asked to share a room (but not a bed) and you cannot mix students and faculty in a room.


All questions and grant application materials should be directed to the Dean of the college/school that your faculty mentor belongs to.