The GPSA Internship Travel Grant exists to support and promote the success of ASU graduate and professional student research and professional development by promoting the ASU graduate and professional student community at large and fostering opportunities for professional growth.
Program Overview & Eligibility Requirements
- The funds awarded under this program are used to support graduate and professional student travel to and from internships and similar events (e.g. practicum, field placement, etc.)
- Students are eligible to apply for several grants up to a maximum of $550 in Internship Travel Grant funding per fiscal year (July 1 through June 30).
- The internship can either be paid or unpaid and need not be for credit as long as it is relevant to the student’s program of study.
- You must be a current ASU graduate student (degree or non-degree seeking) enrolled in at least one graduate level credit at the time of application and time of travel (summer enrollment not required) to apply. Online students are NOT eligible for GPSA Travel Grant funding.
- Applicants must upload an advertisement for their internship. If the applicant is awarded a grant, they must submit a signed offer letter of internship on company/organization letterhead, with the internship supervisor’s contact information, the start and end dates of the internship, and (for local internships only) the number of days per week the applicant will be present at the internship site to the Required Supplementary Documents section of the grant application on ZoomGrants.
- Funding is not guaranteed as applicants are selected competitively
- There are two options for Internship Travel Funding: Local (driving mileage and parking fee reimbursement only) and out-of-state (round-trip airfare only). Applicants will need to select one of these options on the application. Be sure to pay attention to the deadlines below.
Blind Review Process
You MUST remove your name from any verbiage and/or documentation in your application (e.g. offer letters; use just your initials on the signature line, as the directions state). Failure to do so negates the blind review process and will result in disqualification of the application.
Local Internships (Mileage, Local Transportation and Parking Fee Reimbursement Only)
- As mileage, local transportation (bus and taxi fare), and parking fees can be reimbursed retroactively, there is one deadline for local internships per semester, including the summer. The deadlines are as follows (all at 11:59PM, Arizona Time):
- Fall – November 1
- Spring – March 1
- Summer – July 1
- Because mileage and parking fees are reimbursed retroactively, applicants should begin tracking their mileage and keeping their parking receipts on the first day of their internships.
- Applicants must apply during the semester in which their internship takes place. To that end, the following time frames fall within the purview of each application deadline:
- Fall – August 18, 2018 to January 9, 2019
- Spring – January 9, 2019 to May 16, 2019
- Summer – May 16, 2019 to August 17, 2019
Out-of-State Internships (Round-trip Airfare Only)
- Because air travel must be approved by the GPSA business office prior to the trip, applications for out-of-state Internship Travel Grants will be accepted and reviewed monthly.
- Applications must be submitted no later than 11:59 PM AZ time on the 1st day of the month, TWO months prior to the month of departure. Example: If your internship begins November 22, the online application is due no later than September 1st at 11:59 PM AZ time.
- You may apply no earlier than three funding cycles prior to your month of travel. Example, if traveling on November 22, you may choose to apply during the August funding cycle (due August 1). In this instance, you can request feedback, edit, and re-submit your application if not initially selected, but you MUST create a new application in ZoomGrants.
- We encourage applicants to not wait until the evening of the 1st to submit their application. ZoomGrants could overload at this time, which could delay the time of submission past the deadline (11:59 PM). GPSA is not responsible for such delays, and applications submitted after the deadline are not eligible for funding.
- With the exception of summer internships, all out-of-state internships must begin while the applicant is enrolled in at least one graduate credit at ASU. For summer internships, the applicant must be enrolled for the following Fall semester.
- In order to ensure the integrity and fairness of the application process, no exceptions will be made to program guidelines or deadlines.
An applicant to the Internship Travel Reimbursement Program can be reimbursed for up to $550 in eligible travel expenses which may include:
- Parking fees (non-campus related)
- Mileage reimbursement. Mileage is reimbursed at 44.5 cents per mile and is calculated as the distance from your campus to your destination and back.
- Local transportation (bus, train, or taxi fares).
- Cost of food or rental cars will NOT be reimbursed.
- Out-of-state airfare
- Covers ONLY the cost of round-trip airfare.
- The Internship Travel Grant does not cover travel to study abroad opportunities, Global Consulting Lab (GCL), or Thunderbird Emerging Markets (TEM) Lab. Travel Grant applications for these opportunities will be considered ONLY as Career Development Grants.
- GPSA will not give travel advances for any reason.
How to Apply
- If they are selected for funding, Internship Travel Grant recipients are required to submit a signed offer letter of internship on company/organization letterhead, with the internship supervisor’s contact information, the start and end dates of the internship, and (for local internships only) the number of days per week the applicant will be present at the internship site to the Director of Travel (firstname.lastname@example.org).
- If your out-of-state Internship Travel Grant application is approved for funding you must submit a travel request in the My ASU Trip System before embarking on your trip. Within ten days of returning from your trip, you are then required to submit your expense report in the My ASU Trip System. Instructions for how to navigate the ASU Trip System and Concur can be found here as well as in you travel grant award letter, and you can access training sessions here.
Important Points to Note
- Applicants do not have to have proof of acceptance to apply. If you are not accepted to the program, you may decline funding. This will not impact your eligibility for future funding.
- If you are traveling internationally, please ensure that you secure the necessary visas. GPSA will not reimburse travel expenses if you are denied entry to the country.
- Submitting an application for a travel grant does not guarantee acceptance. In recent years, our travel programs have become highly competitive. Depending on the cycle and the funding program, approximately 40% of our applicants receive funding. A good application may be denied funding due to budget limitations.
- Adherence to deadlines and providing complete and accurate information is essential to processing requests in a fair and orderly manner.
- To ensure the integrity and fairness of the application process, no exceptions to program guidelines or deadlines will be made. This includes deadlines to submit Travel Requests and Expense Reports.
- Due to ASU policy, GPSA cannot fund airfare retroactively.
- Applicants are strongly encouraged to communicate with respect towards officers, staff members, or GPSA representatives in all correspondence. If you are unable to comply with this request, you will be expelled from participating in all future travel grants for the current academic year. You will then be submitted to the Graduate College for disciplinary action in accordance with ACD125.
How to Improve Your Application
- Within the application, provide a well-composed and compelling argument for the significance of your travel and how it relates to success in your graduate program of study. All descriptions should be understandable to an interdisciplinary audience of graduate students.
- Demonstrate outstanding current or past service to GPSA, the university, and your field.
- Submit a complete and realistic budget including cost-saving measures.
- Ensure that no information is missing from your application.
- In addition, funding priority may be given to applicants who have not been awarded funds in the past.
- Make sure to describe you ROLE in the event (e.g. your research, poster, panel) not just the EVENT.
- Please note that this is a highly selective grant competition. Correctly completing an application does not ensure funding. Each month, many excellent applications are not selected for the grant because of the large number of applications submitted and the limited availability of funds. We encourage you to submit your application about three months prior to your travel date. Some months are less competitive than others.
Applicants will be notified of the status of their application no later than the 30th of the month of the deadline. If an applicant does not receive an email notification, it is the applicant’s responsibility to inquire of his or her application status. Partial awards may be given
- Notification emails are sent to applicants approximately three to four weeks after each cycle deadline.
- Please add to your address book the email email@example.com as notifications are sent directly from the ZoomGrants system.
- GPSA and its administrators are not responsible for technological failure. Technical support can be contacted by visiting the application website.
- GPSA and its administrators are not responsible for any lost, destroyed, or otherwise delayed applications or for any resulting loss of funds by their own negligence.
- No awards are guaranteed, and the GPSA Vice President of Internal Affairs and Vice President of Professional Development may rescind any travel grant for any reason at any time without prior notification.
- Program guidelines are subject to change at any time, with or without notice.
Please note that all applicants for any GPSA program must submit their own unique, individual applications to all GPSA funded programs. Students are not permitted to take any portion of content from prior student awardees for any reason whatsoever. Any student caught using the work (in any portion) from another student or copying their own material from a prior application will be considered in violation of GPSA’s policy. Such action will prohibit the student in question from being eligible for the current application in consideration, and may inhibit eligibility for future GPSA funding applications. In summary, each application must be your own original work.
Given that we are a student entity within Arizona State University, GPSA mandates that all students act within the university’s academic integrity policy found HERE.
Please contact the GPSA Director of Travel at firstname.lastname@example.org.
OFFICE HOURS – The Director of Travel, Valentine Aglah, will be holding office hours at the Tempe Graduate Students Center to answer applicant questions about all GPSA Travel Grant programs.
Office hours for Fall semester will be held weekly every Friday, 3:00pm to 5:00pm
Log-In to ZoomGrants Directly from GPSA Page
Applicants may use the link below to log-in and apply for travel grant funding from this page.