Graduate Student Funding Reimbursement

The Graduate Student Council (GSC) provides partial reimbursement funding to assist graduate students with costs related to professional development. Eligible expenses include conference travel, research-related travel, and publication fees. Funding is subject to eligibility verification and approval by the Graduate Student Council.

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 Process

    • Review the GSC Travel Funding Application Guide: Carefully read the official GSC Travel Funding Application Guide to understand eligibility requirements, required documents, and funding limits.
    • Submit the Reimbursement Interest Form ( Form 0): Complete and submit the Reimbursement Interest Form to gsctreasurer@nmsu.edu .This form determines initial eligibility and is required to proceed with the reimbursement process.
    • Eligibility Review by the GSC Treasurer: If you meet the eligibility requirements, you will receive confirmation from the GSC Treasurer with instructions for the next steps.
    • Council Approval: Eligible reimbursement requests are presented for approval during the next scheduled GSC General Meeting. Funding is not guaranteed until formally approved by the council.
    • Post-Approval Submission: Once approved, one of the following scenarios applies:
      • Conference or Travel Has Already Occurred:
        • Submit all completed reimbursement forms and required documentation to the GSC Treasurer as soon as possible.
        • Reimbursements must be processed within 90 days of travel to avoid potential tax withholding (up to 30%), per NMSU policy.
      • Conference or Travel Has Not Yet Occurred: Submit the required pre-travel documents:
        • Community Service Hours. ( Form 2)
        • Letter of Recommendation. ( Form 3)
        • Proof of GSO Membership. ( Form 7)
        • Agreement to Present at GRAS/RCW. ( Form 8)
poster.jpg

Eligibility Requirements

To qualify for GSC reimbursement funding, students must meet all of the following requirements:

  • Enrollment Status:

    Graduate students must be enrolled full-time or part-time at New Mexico State University during the semester of application.

  • Graduate Student Organization (GSO) Membership:
    • Students must be active members of a registered Graduate Student Organization(GSO).
    • Proof of membership is required.
    • GSO needs to be in good standing to receive funding.
    • A full list of GSOs is available through Crimson Connection or by contacting gsctreasurer@nmsu.edu
  • Community Service:
    • Students must complete at least one (1) hour of community service.
    • Community service hours are valid for one year from the date completed and must be verifiable through Crimson Connection.
  • GSC Meeting Attendance:
    • Students must attend a minimum of two (2) GSC General Meetings prior to applying.
    • Attendance will be verified by the GSC Executive Team.
  • GRAS / RCW Presentation Requirement
    • All students receiving GSC reimbursement funding must agree to present their work at either:
      • The Graduate Research and Arts Symposium (GRAS), or
      • Research and Creativity Week (RCW).
    • Students must submit a signed Agreement to Present at GRAS/RCW ( Form 8).
    • This requirement applies regardless of funding category (conference travel, research travel, or publication reimbursement).

Funding requests are evaluated on a first-come, first-served basis, contingent upon available funds. Applications must be submitted in the same semester that the conference or funded activity occurs.

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: Each individual applicant must meet eligibility requirements. For group applications, any member of the GSO may satisfy the GSC meeting attendance requirement on behalf of the group.

Receipt and Payment Requirements

To be eligible for reimbursement, receipts must meet the following criteria:

  • Receipts must be official receipts, not booking confirmations.
  • Receipts must clearly show:
    • Proof of purchase
    • Amount paid
    • Student’s name
    • Last four digits of the card used
  • Receipts must be submitted in PDF format or as a high-quality scanned document.
  • Cash payments will not be reimbursed.

Additional Documentation

  • A bank or credit card statement showing the transaction (student name, vendor, and amount) is required for fiscal verification.
  • Gas mileage is reimbursed at $0.625 per mile with a provided map estimate and receipt.

Third-Party Payments

  • If expenses were paid by someone other than the student, an additional authorization form is required.
  • Contact gsctreasurer@nmsu.edu for guidance prior to submission.

Non-Reimbursable Transactions

Expenses paid through NMSU internal systems are not eligible for reimbursement, including:

  • Departmental funds
  • Grants
  • P-Card transactions. NMSU financial policy allows a transaction to be justified only once.