Recipients of the GSS Travel Grant are required to fulfill specific post-award obligations following travel. This page outlines those requirements, applicable deadlines, and the consequences of non-compliance. Reviewing this information prior to travel is strongly recommended.
How Funding Is Processed
GSS Travel Grant funding is processed as a reimbursement after travel in accordance with university procedures, not as an advance payment. Recipients are responsible for covering eligible costs during travel and submitting required documentation through the appropriate university office, typically in coordination with their advisor and/or departmental business manager.
Documentation to Retain and Submit
Reimbursement is contingent on the submission of complete, accurate records. Recipients should retain all relevant documentation from the time of booking through the conclusion of travel.
Required documentation includes:
- Itemized receipts for all eligible expenses, including registration, transportation, lodging, and meals
- Registration confirmation or event documentation verifying participation
- Required reimbursement forms, completed accurately and in full
Recipients should retain digital or physical copies of all receipts, verify that names, dates, and amounts are accurate, and reconcile receipts against the original budget submitted with the application.
Post-Travel Survey and Required Materials
In addition to reimbursement documentation, recipients are required to submit a Post-Travel Survey to the GSS Travel Grant Committee, describing the academic or professional value of the funded travel. These materials are used to report program impact and support continued funding for graduate student travel across all disciplines.
The report should include:
- A short summary of the recipient’s role and contributions at the event
- A brief account of how the travel advanced the recipient’s scholarship, training, or professional development
- Any required media from the event, such as photographs or videos, for use in GSS program documentation
If the committee approves your application, your funding letter will include full details on post-award requirements and reporting materials. Meeting these requirements is necessary to remain eligible for future GSS Travel Grant Funding.
Deadline for Post-Travel Materials
All reimbursement documentation and post-travel materials must be submitted within 30 days of returning from travel. Recipients are encouraged to complete required reporting promptly while event details remain current.
Post-Award Checklist
- Complete the travel as described in the application.
- Retain all itemized receipts and proof of payment during travel
- Submit a Post-Travel Survey with required media to the GSS Travel Grant Committee within 30 days of completing the trip.
- Work with your advisor and/or departmental business manager to submit UT’s Travel Expense Report.
- Meet all reimbursement documentation and deadline requirements per university policy.
- Complete all submissions within 30 days of returning from your trip
Consequences of Non-Compliance
Post-award requirements are a condition of the award. Failure to meet these obligations may result in delayed or withheld reimbursement for the current award and may affect eligibility for future GSS Travel Grant funding for up to three years.
Contact
Questions regarding reimbursement processing or documentation routing should first be directed to your advisor and/or departmental business manager. For program-specific questions, contact the GSS Travel Grant Committee at [email protected]. Response times may take several business days, particularly near application deadlines; early outreach is recommended.
Last updated on August 26, 2026, at 5:01 pm.