English Graduate Student Association @ UB

Conference Funding

What is EGSA funding?
Each year the GSA allocates an amount of money to departmental clubs (like EGSA) based on how many graduate students are registered in the program.  This money comes from your Graduate Activities Fee.  Thus, applying for GSA funding, either through EGSA or through the GSA, is much like getting the most use out of the funds you are charged anyway. 

While EGSA is allocated a certain amount of money per student, this money tends to be spent in full every year.  With this in mind, it is important to plan ahead when asking for conference funding from EGSA.  If you know you will be attending a conference in the Spring, ask for funding as early as possible in the Fall, as there is no guarantee that funding will be there if you ask later in the academic year.  The same is true for Summer activities, since the funding from GSA is allocated every Fall.  In addition, EGSA funds are always reimbursements, which means that you must ‘front’ the money for your expenditures, and when you return, a check will be allocated to you for the amount due.

How much money can I get through EGSA for presenting at a conference?
Due to the limitation on the yearly budget, EGSA institutes a $50 maximum to conference funding allocation, per semester.  Small as this may be, it has been collectively agreed that it is better to provide funding to as many of our graduate students as possible.

How do I apply for EGSA funds for presenting at a conference?
First, please note: EGSA CANNOT reimburse students for past events, no exceptions.

To apply for conference funding from EGSA, it is necessary to provide all of the following information in hard-copy format.

1. Your name
2. Amount of money requested.
3. Name of conference you will be attending
4. Location of conference
5. Date(s) of conference
6. Title of paper you are presenting
7. Your signature

General steps for a request:

• Make sure your conference is taking place after the scheduled EGSA meeting when the request will be discussed.
• Complete your request and provide hard copy to the EGSA treasurer at least three days before a scheduled EGSA meeting. 
• Your funding proposal will be voted on at the EGSA meeting.  If funding permits and the proposal is passed, the EGSA Treasurer will complete the necessary paperwork to receive your reimbursement.
• The EGSA Treasurer will let you know that the GSA has approved your request.
• When you return from the conference, submit the original receipts directly to the GSA (Student Union 310), along with a signed Conference Grant Agreement (see attached document).  Guidelines for receipts:

1. Original receipt means no copies.  Make a copy of the receipt for your records before turning in the original.
2. The receipt must be itemized.  This means that credit card slips are only valid if they accompany an itemized print out.
3. If you have used a credit card, you must show proof that you are the person who needs to be reimbursed.  Submit a copy of your credit card with all but the last four digits blackened out; in the case that your receipt does NOT have any part of your credit card number on it, you must submit a credit card statement with your name on it that shows the purchase.  Alternatively, if you have paid by check, you must submit a copy of the cancelled check or a copy of the check from your bank statement.
4. No handwritten, un-verifiable receipts.  For example, Rust Belt Books’ receipt book has no company stamp and is thus not acceptable to GSA.  Every receipt must have the company name visible and identifiable.

• After the original receipts are matched with the GSA’s paperwork, a check will be cut and sent to the English Department and you will be notified that it is available for you to pick up. 

GSA Funding Information

What is GSA funding?
In addition to providing money directly to clubs, the GSA has allocated money in their budget to go to conference funding for graduate students.  However, the paperwork procedure is longer and more formal, and the dates are more stringent than applying for EGSA funding – so be sure to think about this as early as possible to ensure funding approval.

How much money can I get through GSA for presenting at a conference?
The GSA provides different allowances for presenters and non-presenters at conferences.  Presenters can be reimbursed for registration fees, travel, lodging (up to $135 per night) and food (up to $30 per day, but no more than $15 per meal) up to your entire maximum (see below).  Students who are merely attending a conference may be reimbursed up to $150 of their maximum.

Is there a maximum amount available to graduate students for conferences through the GSA?
Yes.  Over your entire time at UB, the GSA will reimburse up to $400 total for Ph.D. students, and $250 total for MA students.

How do I apply for GSA funds for presenting at a conference?
The procedure is laid out quite plainly at the GSA's website here, and while similar to that of the EGSA, please familiarize yourself with the different requirements – they are not reprinted here for sake of brevity.