SGA Conference Fund:

The Conference Fund is sponsored by the Student Government and is intended to provide financial assistance for undergraduate and graduate students traveling to a conference to present (paper or poster) for research performed at Georgia Tech.

Purpose and Limitations of Conference Fund:

Each academic year, a portion of the Student Activity Fee collected from all students is placed into the conference fund, to support any currently enrolled Georgia Tech undergraduate or graduate student who travels to present research at a conference. This fund is designed as a secondary source, to complement departmental or sponsored funds that do not cover all costs incurred for a trip. Additional limitations apply to where and how this money can be used. The Vice President of Conference Funds oversees the distribution of the funds.

In order to assist the largest number of students possible, we will only be able to fund those presenting research at a conference. Monies from this fund may be used to cover the costs of registration, airfare, ground transportation, lodging, and food. Conference proceedings (outside of base registration costs), conference banquets, and phone calls cannot be paid for by the conference fund.

If the conference is within a state in the United States of America, a maximum award of up to $250.00 will be allowed to present at conferences each fiscal year (July 1st to June 30th).

If the conference is not held within a state in the United States of America but held in another country, a maximum award of up to $350.00 will be allowed to present at conferences each fiscal year (July 1st to June 30th).

If you do not receive the full $250.00 (or $350.00 in the case of the conference not being held within the United States of America) the first time you apply during a fiscal year, you may apply for the remainder should you present at a second conference during the same fiscal year (e.g., If you receive $200 for a conference in August, you may apply to receive $50 or the second conference in April).

Each registered, full-time student is eligible to receive a conference fund award every fiscal year. The conference fund will distribute no more than 55% of its total possible grants for students to attend conferences occurring in the 1st half of the fiscal year (July 1st –Dec 31st). Awards will otherwise be allocated by a first-come-first-serve basis.

Conference Funds Info Session

Application Procedure:

You are required to provide correct details in the application.

Any expense paid prior to the email approval sent to you by askgcf@gatech.edu that describes the awarding of the fund to you, after you have submitted your application, will not be reimbursed.  

  • Pre-conference: Fill out an application for a conference fund (see the form below). Be sure to include any outside funding you will receive to attend the conference. Highlight relevant information on each document (see required documents below).
    • If you are unable to secure funding from other sources, please include with your application note from your advisor stating that the presentation of your research at the conference is beneficial and that your advisor has no other funding to help you attend the conference. Demonstration of need is encouraged, however not required. A primary source amount would still be required in the application.
    • For graduate students only: If you are in the College of Engineering or the College of Sciences, you should also fill out an application for funding from your respective college and submit this along with the above paperwork. The application form for each college is available below (see required document below).
    • Undergraduate students only: Additional letter from your research advisor or supervisor, explaining your contribution to the project and why you should travel to present.
    • Applications are due 21 days prior to the departure date for travel and should be completed via the online form available on the SGA website. Please allow 7-10 days for application processing.
    • Once the Vice President of Conference Funds reviews your application, notification of the award or rejection will be sent to you through email. We will use email to inform you of any missing information or for any other correspondence.
    • If you are a GT employee, do not complete a Spend Authorization until you receive an email confirmation of your fund award from askgcf@gatech.edu .
    • If you submit an application in the month of (May and June), please be aware that your application may be rejected, at that time, due to your close completion of application near close-out time of the fiscal year.
  • Post-conference: You have to file an expense report on Workday Financials (check Techworks: https://techworks.gatech.edu/). Expense reports are due 21 days following your return date.
    • Submit expense report along with the following items:
      • a copy of the conference brochure showing registration fees
      • bank statement of money debited
      • verification of travel-related costs (airfare, hotel cost, and tax, etc.),
      • a copy of the acceptance letter or conference brochure/schedule verifying conference participation. 
      • conference agenda: what happened/discussed at the conference (you might find it on the conference website)
    • If you are not an employee of the institute and do not have access to Workday Financials, please have your accountant fill out a Non-Employee Expense Report and submit it to the Student Organizations Finance Office (https://sofo.gatech.edu/) within the noted deadline.

Required Documents:

  • Copy of conference brochure showing registration fees
  • Verification of travel-related costs (airfare, hotel cost, and tax, etc.)
  • Copy of acceptance letter or conference brochure/schedule verifying conference participation.
  • CoS/CoE PhD student only –  CoS Travel Supplement Fund form (click here) / CoE Professional Development Fund form (click here)
  • Undergraduate students only – Additional letter from your research advisor or supervisor, explaining your contribution to the project and why you should travel to present.

Supporting Link:

Only after completing your application, if you have received an email approval sent to you by askgcf@gatech.edu that describes the awarding of the fund to you, use this link to help you complete both the Spend Authorization and Expense Report. (Only use this link to help you, when you have both completed your online application and received an awarding email from askgcf@gatech.edu for the fund).

Apply for SGA Conference Funds

NOTE: If you need assistance, please email askgcf@gatech.edu.