Graduate Student Funding Reimbursement

The Graduate Student Council (GSC) is proud to provide funding to help graduate students defray costs associated with professional development, including conference travel, research travel, and publication fees.
Please Note: All GSC funding is provided in the form of reimbursement, so be sure to save all your receipts! The GSC can only reimburse for expenses paid directly by graduate students (not their advisors). All receipts must show the last four digits of the credit card used for the purchase.

For any questions about these reimbursement options, please contact the GSC Treasurer at gsctreasurer@nmsu.edu

Reimbursement Categories and Funding Limits

The GSC offers funding through three separate reimbursement forms, each with its own purpose and maximum funding limit per academic year.

Funding Category Purpose

Individual Max.

Reimbursement
Conference Presentation/Travel Travel/expenses to  present/attend  work at national/international conferences. Up to $750
Research Travel Travel/expenses to  conduct research  for a Master's or Doctoral degree. Up to $750
Research Publication Costs to  publish work  (journal articles, thesis, dissertations). Up to $100

Note on Group Funding:   The individual eligibility requirements below still apply to each student on the application, with the exception that any member of the Graduate Student Organisation (GSO) can fulfil the meeting attendance requirement for the group.


General Eligibility and Requirements

To be considered for any GSC reimbursement, each applicant must meet the following eligibility requirements and submit the corresponding documentation. These requirements are validated after the application is submitted.
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Eligibility

Each student applying for funding must:

  • Be an active member of a registered Graduate Student Organization (GSO), confirmed via Crimson Connection.
  • Be at least a half-time graduate student at the time of travel/expense.
  • Have performed at least 1 hour of community service within one year prior to the application, and submitted to Crimson Connection.
  • Have attended at least two GSC General Meetings (attendance validated by the GSC Secretary).

Required Documents (for ALL Applications)

All applications require the following core documents:

  • A completed Funding Appropriation Form (Specific link provided on each form's page)
  • Proof of one hour of community service submitted to Crimson Connection.
  • A signed agreement to present at either the next GSC Graduate Research and Arts Symposium (GRAS) (Fall) or the Research and Creativity Week (RCW) (Spring).
  • Proof of active GSO membership and GSC meeting attendance (validated internally).

1. Conference Presentation/Travel Reimbursement

This funding helps defray travel and related expenses for graduate students presenting at a conference. Application Requirements:

  • Completed Funding Appropriation Form
  • Cover Letter describing: how funding will be used, travel destination, conference name, purpose of trip, and travel dates.
  • A letter of Recommendation from your faculty advisor confirming the trip and supporting details.
  • Proof of Conference Registration (receipt or acceptance of presentation/talk/poster).
  • Three documents proving attendance (e.g., conference agenda, photo at conference, photo of name tag, or program listing).
  • Receipts for travel costs (airfare, lodging, taxi/bus fares, etc.).


2. Graduate Student Research Travel Reimbursement

This funding helps defray travel expenses to conduct research for your degree. Application Requirements:

  • Completed Funding Appropriation Form
  • Cover Letter describing: how funding will be used, travel destination, details of research conducted, organisation in charge of research, purpose of trip, and travel dates.
  • A letter of Recommendation from your faculty advisor confirming the trip and supporting details.
  • Three documents proving attendance/activity (e.g., photo at location, photos of experiment/test being conducted).
  • Receipts for travel costs (airfare, lodging, taxi/bus fares, etc.).


3. Graduate Student Research Publication Reimbursement

This funding helps defray the cost of publishing your work (journal articles, thesis, dissertations). Application Requirements:

  • Completed Funding Appropriation Form
  • Proof of publication:
    • For journals/conferences: Proof of acceptance.
    • For thesis/dissertations: Proof of acceptance through the student program advisor.
  • Receipts for publication costs.


Receipt Submission

  • All receipts must be submitted as PDFs.
  • They must be actual receipts, not booking confirmations.
  • They must show the last four digits of the credit card used for the purchase.

Reminder: Additional travel reimbursement may be available from ASNMSU