The opportunity to attend conferences, present research, and participate in professional events can be essential to a graduate student’s development. Kansas State University’s travel support is administered through the Graduate Student Council (GSC) with additional backing from the Graduate School, funds from the Student Governing Association, and the Kansas NASA Space Grant. These resources are intended to expand scholarly visibility, foster networking, and advance research. Students are advised to seek departmental support first, then pursue GSC travel funding for remaining costs.
Applications are reviewed competitively and awards are limited. Requests must be submitted on a rolling basis and must arrive at least three weeks (21 calendar days) before the event’s start date. As noted on the program page, applications are being accepted for events with a start date through Sept 30 2026. Planning ahead improves your chance of receiving support and ensures you meet the necessary documentation and timing requirements.
Who can apply and where the money comes from
Eligible applicants are graduate students enrolled at Kansas State University who need travel support for activities related to their degree program. Funding sources include the Graduate School, allocations to the GSC from the Student Governing Association, and contributions from the Kansas NASA Space Grant. Because funds are finite and distributed competitively, students are encouraged to pursue departmental or other campus funding first before applying for a GSC travel award. Awards serve to supplement, not replace, primary funding sources.
How much funding is available
Within a fiscal year (July 1-June 30), each graduate student may receive only one GSC allocation. The maximum award is $750 for domestic travel (within the U.S.) or $1,000 for international travel (outside the U.S.). These amounts represent the ceiling of support; allocations will not be increased to cover shortfalls if additional funds are unavailable. If you need more than the award ceiling, combine the GSC award with other funding sources listed on the program webpage.
Application process and timing
Submit your application at least 21 calendar days before the event begins. Applications are accepted on a rolling basis, and applicants who apply by the deadline typically receive an email decision within 1–3 weeks. Because funding is competitive, not all applicants will be awarded support. If you are selected for funding, you will need to provide verification of your presentation or activity before travel; this presentation documentation is not mandatory at application time but is required prior to disbursement.
Documentation, changes, and communication
If your travel plans change or you no longer plan to use awarded funds, you must notify the GSC immediately at [email protected]. Failure to accept or decline funds appropriately could make you ineligible for GSC travel funding for one year. If another student pays for an expense on your behalf, you must submit proof of the full payment plus evidence of your reimbursement to that student (for example, a Venmo or PayPal receipt). Clear documentation protects your reimbursement claim and keeps records accurate.
Eligible expenses and reimbursement rules
The GSC travel award can reimburse only specific costs: conference or event registration, airfare, baggage fees, lodging, rental car and fuel, tolls, parking, public transportation (taxi, shuttle, subway, bus, Lyft, Uber), personal vehicle mileage (use state reimbursement rates), and meals (per state reimbursement rates; no receipts required for mileage and meals). Membership fees to join organizations are not reimbursable. Keep accurate receipts and itemized statements to support your reimbursement request.
Payment logistics and timelines
Students should, when possible, pay only for their own expenses and secure individual receipts. If a single student pays a shared bill, provide documentation that shows the total payment and proof of your reimbursement to that student. Reimbursement is limited to the amount of eligible expenses submitted and cannot exceed your award. Allow 2–6 weeks for funds disbursed by the Graduate School; timelines may vary if departmental accounting support is involved. Review the program page and consult departmental staff to coordinate processing.
