Applicants are strongly encouraged to begin the application process well in advance of the applicable deadline. Early submission allows adequate time to compile required materials, secure all necessary approvals, and resolve any administrative issues before the close of the application period.
[CLICK HERE TO APPLY]
Step 1: Confirm Your Quarter and Deadline
The GSS Travel Grant operates on four quarterly funding cycles. Applications must be submitted during the cycle corresponding to the applicant’s travel dates. Deadlines fall on the 15th of the applicable month, with funding decisions issued approximately one month later.
FY27 Travel Grant Deadlines
| Quarter | Travel Dates | Application Deadline | Grant Notification |
| Q1 | July 1 — September 30 | September 15 | October 15 |
| Q2 | October 1 — December 31 | September 15 | October 15 |
| Q3 | January 1 — March 31 | November 15 | December 15 |
| Q4 | April 1 — June 30 | February 15 | March 15 |
If travel spans more than one quarter, applicants should submit during the cycle in which the primary activity — such as a presentation or competition — takes place.
Step 2: Prepare Application Materials
All required materials should be compiled before initiating a submission. Incomplete or inaccurate applications are subject to delay or administrative rejection. The following should be prepared in advance:
- Event details: full name, location, and confirmed dates of the conference or event
- Proof of participation: official confirmation of the applicant’s accepted role, such as an acceptance letter, registration confirmation, or program listing for the relevant conference, performance, presentation, competition, or qualifying event
- Applicant role: a clear description of the applicant’s participation, whether as a presenter, competitor, performer, or other qualifying representative of the university
- Title: a concise description of the work, written for a general audience
- Abstract: up to 250 words summarizing the work, research, creative project, or activity being presented or undertaken
- Applicant Impact Statement: up to 250 words describing how this travel will affect the applicant’s academic and professional development, their scholarly or creative work, their field, and the university’s standing
- Societal Impact Statement: up to 250 words describing the broader significance of the applicant’s work and how sharing that work through this travel will contribute to society at large
- Itemized cost estimates: projected expenses including registration, transportation, lodging, meals, parking, and other eligible costs
- Existing funding sources: accurate documentation of any financial support anticipated from the applicant’s advisor, department, or college
- Signatory contact information: current names and email addresses for the advisor, department head, and college dean
All information submitted must be accurate and verifiable. Inaccurate or untruthful statements may result in disqualification from funding for up to three years.
Step 3: Submit the Application and Initiate Approval Routing
Upon submission, the application is routed through a sequential (stepwise) approval chain via Dynamic Forms. Each signatory must complete their review before the application advances to the next stage. The required approval sequence is as follows:
- Advisor
- Department Head
- College Dean
- Graduate School
Each signatory receives an automated notification when their review is required. It is recommended that you notify each signatory in advance of the automated notification to prevent processing delays and build relationships within your discipline.
Step 4: Monitor the Approval Process
Applicants bear full responsibility for monitoring their application’s progress through the approval chain. Automated notifications are sent only to signatories at each stage — applicants do not receive status updates and cannot access/track their application online after submission. Timely communication with each signatory is essential to ensure approvals are completed in sequence and on time. Delays at any stage may adversely affect processing timelines and reimbursement.
Applicants are advised to:
- Proactively contact each signatory after submission to confirm receipt and set clear expectations for timely review
- Follow up promptly with any signatory who has not acted within a reasonable timeframe — applicants will not receive automated updates indicating whether approvals are pending or overdue
- Allow sufficient lead time before the deadline
Step 5: Graduate School Administrative Review
Following college-level approval, the Graduate School conducts an administrative review to verify the consistency, completeness, and compliance of the application with program requirements.
Applicants should be aware of the following:
- The Graduate School may contact the applicant for clarification if materials are missing, inconsistent, or require further review
- Applications that do not satisfy program eligibility criteria or submission requirements may be administratively rejected prior to committee consideration
- Applications that are rejected are not eligible for resubmission
Submitting a complete and accurate application at the outset is the most reliable way to avoid administrative rejection.
Step 6: Anonymous Committee Review
Applications that clear Graduate School review are forwarded to the GSS Travel Grant Committee for evaluation. The GSS Program Coordinator facilitates anonymous committee review of all applications. Committee members assess each application using a standardized scoring rubric, evaluating the applicant’s title, abstract, impact statements, and financial need.
Step 7: Decision Notification
Funding decisions are issued on or around the notification date for the applicable quarter, approximately one month following the submission deadline. The GSS Travel Grant is highly competitive, and available funds may not accommodate all qualified applications in a given cycle. Applicants are encouraged to submit complete, well-prepared materials and to apply during the quarter that accurately reflects their travel dates.
Step 8: Grant Acceptance Requirements
Recipients are required to fulfill the following obligations within 30 days of returning from travel. Reimbursement is processed after travel, in accordance with university procedures, and is contingent on receipt of complete documentation. Recipients are responsible for retaining all required records and coordinating submission with their advisor and/or departmental business manager.
Funded applicants agree to the following:
- Submit a Post-Travel Survey with required media to the GSS Travel Grant Committee within 30 days of completing the trip (more information in funding decision letter).
- Work with your advisor and/or departmental business manager to submit UT’s Travel Expense Report via DASH.
- Meet all reimbursement documentation and deadline requirements per university policy.
Failure to complete grant acceptance requirements will affect eligibility for future GSS Travel Grant funding.
Contact
For questions about the application process or program requirements, contact the GSS Travel Grant Committee at [email protected]. Response times may take several business days, particularly during high-volume periods near application deadlines.
Last updated on August 26, 2026, at 5:01 pm.