Conference Awards Policy

Awards Policy: Conference Awards

GSA Conference Award Guidelines

All Conference Award Applications are due within 30 days after the end of the conference. No exceptions!

Please read through the Conference Award Instructions & Checklist(UPDATED 2014)

Please email the following documents to

1). Conference Award Application

2). Conference Award Cover Page(UPDATED 2014)


Conference Presentation and Attendance Awards

The Conference Presentation and Attendance Awards (CPA) are given to graduate students to help cover the cost associated with participating in academic conferences. While the amount can be more for those presenting a paper at a conference, smaller awards are also given to graduate students for attending an academic conference.

Award Amounts:

•         For conference attendance: 50% of eligible costs up to $200.00

•         For conference presentation (in the US): 50% of costs up to $300.00

•         For conference presentation (foreign): 50% of costs up to $400.00

(These amounts are subject to change at the discretion of the GSA Executive Board. Any changes will be announced to the General Assembly and will go into effect immediately.)

Number of awards

The GSA will give conference awards to as many as apply and are eligible, but not exceeding the limit of the GSA’s awards budget. Application for an award is not a guarantee of its acceptance.

Award Eligibility:

•         Applicant must be a current graduate student at Saint Louis University.

•         The applicant’s academic department must be in good standing with GSA during the time of the conference presentation or attendance (see website for additional information).

•         Applicants can only apply for the conference travel award once per year (Current year is July 1, 2014 - June 30, 2015).

•         The award will only cover eligible expenses within 1 day of the conference.

•         The applicant cannot receive continuing education credits for conference attendance.

            •         The applicant cannot claim meal expenses above SLU’s daily per diem rate.


Expense Type Required Documentation
  • Airfare: Original Receipts and Boarding Passes
  • Personal or Rented Vehicle Expenses (e.g. parking, gas, tolls, rental fees): Original Receipts within dates of travel
  • Public Transportation or Taxis/Shuttles: Original Receipts
  • Itemized Food Receipts
  • (NOTE: 2 alcohol purchases with a meal are redeemable at the discretion of the GSA executive board)
  • Itemized Hotel Receipt
  • Hotel Incidentals: Internet charges and meals billed to room are redeemable
Conference and Related
  • Registration Fees: Original Receipts
  • Printing Costs: Original Receipts


Examples of Ineligible Expenses:
  • Membership dues
  • Books
  • Alcohol separate from a meal
  • Toiletries or prescriptions
  • Sightseeing activities, souvenirs
  • Lodging incidentals (movies, mini-fridge purchases, video games)
  • Purchases without receipts
  • Passports

Students requesting a Conference Award must complete a GSA Conference Award Application and submit to the GSA Office no later than 30 days after the end of the conference. The application must include the signatures of the applicant and department representative.

Dual Funding

If alternative funding is received by the applicant for the conference, this amount must be specified on the Conference Award Application Excel sheet. The GSA Conference Award may only cover the amount paid by the graduate student that is not covered by alternative funding.

Policy Exceptions
Policy exceptions are determined on a case-by-case basis. If you would like to be considered for an exception, you must receive approval from GSA before the travel occurs by emailing with an explanation of the reason for an exception along with any accompanying documentation (e.g., flight price comparisons). In addition, include the GSA exception approval email in your application. If you receive an exception to travel more than 1 day outside of the conference dates, this exception will only apply to travel costs (e.g., airfare, rental car, parking, gasoline), and does not apply to meals or lodging. Not all exceptions will be granted and an exception does not guarantee a conference award.

International Travel Insurance

To prepare and safeguard Saint Louis University students studying abroad, the Office of International Services adopted a comprehensive insurance package, mandatory for all students participating in a Saint Louis University International Program.  International Programs include, but are not limited to, an international program of study, research, service or other University sponsored international experience.  Additional information regarding the HTH Worldwide insurance policy, including a link the online application and payment, may be found on the International Health Insurance Study Abroad webpage. If you have any questions, please do not hesitate to contact Annie Cavedine, in the Office of International Services, 314-977-4081 or

Any questions?

Check out our Frequently Asked Questions page

or contact LaTrina Parker in the GSA office: or 977-2234