The Office of Research, Scholarship, and Innovation provides reimbursements on a first-come-first-served basis for Nazareth graduate students to present at, compete academically at, or attend regional, national, or international conferences.  

Funding is available as follows: 

• Up to $600* to present invited scholarly or creative work at a regional (excl. the Greater Rochester Area – see below), national, or international conference or meeting, compete academically, or accept an award. (10% match required). **
• Up to $300* to attend an academic conference at the regional (excl. the Greater Rochester Area – see below), national, or international level. 
• Up to $150 (for registration only) To present at or attend a conference in the Greater Rochester Area 

Awards are made on a rolling basis until funds are exhausted. Therefore, it is in the student’s best interest to apply as early as possible. Applications must be received by the 14^th of the month preceding travel in order to be reviewed.  Award is not guaranteed. All expenses incurred prior to approval are at the student’s own risk. 

Important Notes:

• * If 5 or more students are attending the same conference from one department, funding is limited to $200 per student and applications must be forwarded by the Faculty Sponsor to the Program Director prior to submission (see Application Process). 
• **Requests for reimbursements of more than $300 require 10% matching funds from the student (e.g. If a student is requesting $450 the total amount needed must be at least $495 and student must contribute $45 to match the $450 requested). The student match must be made with personal (non-college) funds. 
• In some extenuating circumstances, waiting for reimbursement after the event may cause financial hardship.  If this is the case, then please indicate on the application a request for special consideration.  Hardship cases will be reviewed on a case by case basis and advance reimbursements are not guaranteed.  Decisions to allow or not allow advancements of reimbursement funds are final.

Eligibility

1. Travel for a graduate student to present their invited scholarly or creative work, to accept an award, to compete academically through a professional organization or academic institution, or to attend an academic conference at the regional, national, or international level.  The student may be part of a larger group but all applications should be submitted by individuals. 
2. The applicant is a matriculated graduate student in good academic standing, at the time of application and at the time of travel.
3. Only ONE award per student per fiscal year (“Fiscal year” means the fiscal year in which the travel and reimbursement takes place, not the notice of award – e.g. travel that occurs in July 2021 will utilize applicant’s award for the entire July 1, 2021 - June 30, 2022 fiscal year) 
4. The applicant MUST have already received written confirmation from the sponsoring organization of the applicant’s acceptance to make a presentation, receive an award, or compete.
5. The applicant MUST have a faculty sponsor.  The sponsor is not required to attend the event, but must endorse the activity.
6. The travel MUST NOT be part of a credit-bearing program.

NOTES: 

• Awards are disbursed on a reimbursement  basis (e.g.,  after the  travel  has occurred and acceptable original receipts have been submitted.)
• Students may receive only one travel award per fiscal year, independent of the amount (July 1 – June 30).
• Funds may be used to cover only the following expense types:
  • Transportation to and from the activities (e.g., airfare, van rental, fuel costs – no mileage allowance)
  • Lodging (3 night maximum)
  • Conference registration fees
  • This award cannot fund (1) faculty/chaperone expenses, or (2) student meal costs.
  • If 5 or more students are attending the same conference from one department, funding is limited to $200 per student and applications must be forwarded by the Faculty Sponsor to the Program Director prior to submission (see Application Process).

Complete applications are reviewed on the 15^th of each month.  If the 15^th falls on a weekend or holiday, applications will be reviewed the following business day. 

Download the complete 2021-2022 guidelines here! 

Q1.  I am an undergraduate student; can I apply for GSPDA funding?

This funding initiative is only for graduate students who meet the eligibility criteria as outlined in the Guidelines.  Check with your advisor for possible sources of funding for undergraduates.

Q2.  Why do I need to submit my application by the 14^thof the month before my travel?

Applications are reviewed on the 15^th (or next business day) of each month and all reimbursements require award pre-approval.  

Q3.  When and how will I know if I am approved for GSPDA funding?

Notifications are generally made within 7 to 10 days of the monthly deadline via email from the Office of Research, Scholarship, and Innovation.

Q4.  Can I receive a cash advance from the College?

All awards are paid on a reimbursement basis only.  This means you must spend the money to pay for an allowable expense first and then complete the appropriate paperwork to receive reimbursement.  This applies to hardship cases, as well.

Q5.  How do I complete the budget information on my application if I will be sharing expenses with other Nazareth students?

Indicate the amount of funds required for your portion of the expenses.  In the narrative, explain what expenses you will be sharing and indicate the other students’ name(s).  Review Q9 and Q10 below for more information. 

Q6.  What should be considered when deciding whether to drive or fly?

College policy states that the cost of non-local auto travel should not exceed the cost of the least expensive air fare.  If auto travel would be more expensive but you decide to drive, you will only be reimbursed up to the cost of the least expensive air fare.

Q7.  Who is responsible for insurance if I drive?

The owner of the car is responsible for insurance and the safety of the passengers as well as for physical damage to the vehicle.

Q8.  May I include parking in my transportation budget?

Airport parking may be included if you are flying.  Parking at the hotel may be included if you are driving.

Q9.  May I include mileage, gas and/or toll expenses in my transportation budget?

Reimbursements will be based on actual gas and toll expenses incurred and supported by original receipts. No mileage allowance will be considered.

If multiple students will be travelling in the same vehicle, each student should pay their share of gas and toll expenses and then include their paid receipt(s) with their request for reimbursement.

Q10.  I will be sharing accommodations with other Nazareth students.  How does that work?

All reimbursements require original paid receipts.  There are two options:

• Each student directly pays the hotel for their portion.  Multiple payments will be displayed on the final paid receipt. Each student claims their payment when submitting for reimbursement.   OR
• The student named on the hotel reservation pays the bill and actually receives reimbursement funds from the College.  He/she would be reimbursed on behalf of other Nazareth students who are GSPDA recipients and sharing the room.

Q11. How do I submit my reimbursement request if I shared expenses with other Nazareth students?

Each student should complete their own paperwork, indicating the names of all students sharing a particular expense, as outlined in Q9 and Q10 above, the Guidelines and award letter. Then, one person should collect all completed requests and submit them as a packet.  

Q12.  Do I need to document/prove that I spent the matching funds that I committed?

Yes, you must submit paid receipts that support that commitment as part of your request for reimbursement. Matching funds must be your personal funds, not other College or Program funds.

Q13.  Will my reimbursement request be processed if I do not submit a summary of my travel experience?

Reimbursement requests are not considered complete for processing until your summary addressing the prompts found in the Guidelines is submitted via email to Emily Carpenter at ecarpen1@naz.edu.

For other questions, please refer to the GSPDA Guidelines. If you still have questions, please contact Debbie Mathewson at dmathew4@naz.edu.

2021-2022 GSPDA Guidelines

GSPDA FAQ

GSPDA Application 

Reporting Requirements

Student Travel Certification Form

Student Travel Expense Report

Student Check Request Form

1. Prepare the Graduate Student Professional Development Award (GSPDA) application packet, which includes the following:

• Application form, with the completed student section, saved as a Word document
• PDF copy of proof of acceptance/invitation from the sponsoring organization
• PDF copy of your current unofficial transcript

Email all of the above documents as attachments to your faculty sponsor.  

NOTE: It is the student’s responsibility to make sure the faculty sponsor completes the next steps in the process.

Faculty Sponsor –

1. Faculty sponsor reviews your Graduate Student Professional Development Award application documents and completes the Faculty Approval section of the application form. 
2. Faculty sponsor sends completed GSPDA application packet, including all supporting materials to: 
• jslentz5@naz.edu 

The subject should be GSPDA: student name. Only one application should be included per email.

Deadline Reminder: Complete applications must be received by the 14th of the month preceding travel. 

After processing, an award letter will be sent to applicant via email with amount of funding (with cc to faculty sponsor).

1. Within 10 days, submit original receipts for allowable expenses (e.g., registration fee, hotel, fuel), along with the completed and signed Student Travel Expense Form, Student Payment Check Request, and Certification Form, HARDCOPY to Dr. Jessica Slentz via campus mail (or slide under office door at GAC206). 
2. Submit a short summary of your experience that we may feature on our website. You are welcome to include a copy of your poster or a photo.  Summaries should be sent via email to both your faculty sponsor and Dr. Jessica Slentz at jslentz5@naz.edu. In your summary, you should reflect on the following points:

• How did this experience enrich your knowledge of the discipline?
• What did you learn during this event? 
• What surprised you?
• How does this experience relate to your major coursework?
• Describe how this experience exposed you to new and different cultures and/or beliefs? What was your reaction?
• What about this experience will serve you in your life’s work?

Reimbursements are made through the Accounts Payable Office, and follow their procedures and timelines.