Receiving your GSC travel funds

Depending on how your travel expenses are paid (with your personal funds or by your department), your GSC travel funds will be disbursed in one of two ways. Please direct questions regarding GSC travel funding to gsctravel@ksu.edu.

Funding processed by your academic program

In most cases, if your academic program is also providing travel support, the Graduate School will work directly with your program on processing funding, and you will not need to submit materials to the Graduate School/GSC. Please consult with the accounting/business personnel specialist in your department for guidance.

Funding disbursed to your KSIS financial account

If you paid for all travel expenses with personal funds, the Graduate School will disburse funds directly to you via your KSIS financial account.

Submit the GSC travel award reimbursement form

In this form, you will upload the following documentation for expenses you paid for with personal funds:

  1. Proof of conference/event registration (required) - Proof of registration is required even if you do not wish to claim reimbursement for registration fees.
  2. Conference schedule/agenda (required)
  3. Original receipts for expenses you are claiming GSC funding (required), see a list of allowable expenses below
    • Receipts must show the amount paid (not just the amount charged), reason for expense.
    • Your name must be included on receipts for airfare, lodging, conference registration, and vehicle rental.
    • If you shared lodging or other expenses with another student, provide documentation that shows the amount you paid. For example: If you paid another student for lodging, provide the full original receipt and documentation of you payment to the other student (e.g., Venmo receipt).
    • Receipts are not required for personal vehicle mileage and meals.

Note about potential impact on financial aid

If you have accepted financial aid, your aid could be reduced if you receive GSC travel funding. If the amount of financial aid you have already accepted is the maximum amount that you can receive for your cost of attendance, then receiving the travel funding will result in reduction of your financial aid.

 

Allowable expenses supported by GSC travel funding

Only the following expenses may be supported with GSC travel funding.

  • Conference/event registration
  • Airfare
  • Baggage fees
  • Lodging
  • Rental car and gas for rental car
  • Tolls
  • Parking fees
  • Public transportation (e.g., taxi, shuttle, subway, bus, Lyft, Uber)
  • Personal vehicle mileage (no receipts required, see state reimbursement rates)
  • Meals (no receipts required, see state reimbursement rates)

Please direct questions regarding GSC travel awards to gsctravel@ksu.edu.