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Funding and Reimbursement Opportunities for MA and PhD Students

 

As a graduate student engaged in an academic and professional community that goes beyond the confines of the English department and Stony Brook University, you should keep in mind what funding and reimbursement options are available to you. Below is a list of the organizations and funds designated to help financially as you take part in professionalizing events, such as graduate and national conferences, off-campus seminars and workshops, etc.

Department Graduate Student Travel Fund

What can the department reimburse me for?

Every year, the English department allocates a portion of its funds to supporting student academic and professional development. The department will reimburse any expenses related to traveling, lodging, registering for conferences, workshops/seminars, etc.

How do I request reimbursement? What forms do I need to submit?

Because departmental allocation for traveling to conferences is limited, the process functions on a pre-application basis (completed through a Google form sent out by the GPD), after which the department awards a specific amount to a group of graduate students.

To receive reimbursement from the English department, you must submit the following items to Liz Rehn ( lizabeth.rehn@stonybrook.edu ):

  • Funding checklist form (also available on the MA and PhD folder in Blackboard)
  • A cover letter
  • Itemized list of expenses
  • Conference registration fee
  • The conference program and the program page reflecting your name
  • Original receipts
  • W-9 (for domestic students) or W-8BEN (for international students)

Note: The required items may vary depending on what you are asking reimbursement for. Samples of cover letters can be found here and here .

Is there a deadline for submitting my request?

All forms and original receipts should be submitted as soon as you return from your conference/ event, in order to ensure that your paperwork is processed within the fiscal year.

 

Graduate English Society (GES)

Every year, the Graduate English Society allocates a total of $400 ($200 per semester) to covering expenses related to graduate student professionalization. This fund is available to all MA and Ph.D. students and covers a wide range of activities/expenses.

What can the GES reimburse me for?

The GES will reimburse you for any academic and professionalizing activities. These include registration fees for graduate/national conferences, transportation, lodging - essentially, any expense that can be justified being part of your academic development. Please keep in mind GES funding will be divided evenly based on the total number of students applying.

How do I request reimbursement? What forms do I need to submit?

For GES reimbursement, you should submit this form and original receipts to the current GES treasurer, Sarah Davis. For any questions regarding this reimbursement line, email her at sarah.davis@stonybrook.edu .

For any and all forms of reimbursement, you must keep itemized receipts of all expenses . You will be asked to submit the originals, but you should also keep a copy of any receipts or paperwork for your records.

Is there a deadline for submitting my request?

The GES professionalization funding line is divided evenly between semesters. Please submit Fall requests no later than December 1 and Spring requests no later than May 1 . All forms and receipts should be submitted to the current GES treasurer.

 

Graduate Student Organization (GSO)

The Graduate Student Organization provides several reimbursement options, depending on the type of activity you take part in.

What can the GSO reimburse me for?

Like the GES, the GSO will reimburse you for any expenses related to your academic and professional development. This includes transportation and lodging when traveling to conferences, but also academic workshops and seminars in New York City. In addition, the GSO will provide partial reimbursement for cultural events (concerts, museums, plays, musicals, etc.) and fitness classes (including gym memberships, yoga and dance studios, etc.).

  • Resource Access Project (RAP)

The RAP provides travel grants to graduate students presenting at out-of-state scholarly conferences and/or workshops. Each graduate student may be reimbursed up to $500 each fiscal year. To receive reimbursement, you must complete this form .

  • Distinguished Travel Award

The Distinguished Travel Award (DTA) is a special line of funding designated to support graduate students who present their work at prestigious conferences, performances and professional meetings that will contribute to and build the national and international reputation of their department and the University. Students may receive this award only once during their academic careers at Stony Brook University. Award recipients will be reimbursed after their conference/performance, as per the RAP funding guidelines. Award amounts may not exceed $1,500 .

Find out more about eligibility, deadlines and how to apply here .

  • Seminar/Workshop Travel

Graduate students attending an academic workshop or seminar in New York City can qualify for a reimbursement of travel costs. Reimbursement is limited to 4 times per semester , with the maximum amount equal to the cost of a pre-board round-trip peak ticket from Stony Brook to Penn Station. To receive reimbursement, you must complete this form .

  • Recreation - Fitness

Students may apply for partial reimbursements for fitness classes and memberships (including gym memberships, yoga and dance studios, etc.).  Students can receive 30% of their cost reimbursed, up to $75 .  Eligibility for fitness-related reimbursements will be determined by the GSO Treasurer. To receive reimbursement, you must complete this form .

  • Recreation - Cultural Events

Students may be reimbursed up to $100 for artistic and cultural events including, but not limited to plays, musicals, dance performances, art museums, Staller Center Events, concerts, etc.  The GSO Treasurer will determine eligibility in all cases. To receive reimbursement, you must complete this form .

How do I request reimbursement? What forms do I need to submit?

To request reimbursement from the GSO, you must submit the following documents:

  • The correct application form (see forms above)
  • Proof of presentation (conference program, exhibition/workshop advertisement)
  • Original receipts for eligible expenses
  • Itemized list of expenses
  • W-9 form (for domestic students) or W-8BEN form (for international students)

All materials should be submitted to the GSO office in SAC 227 . Remember to make a copy of this packet for your records.

Is there a deadline for submitting my request?

All applications for reimbursement must be submitted before the end of the current fiscal year, which is June 30 . The GSO fiscal year is July 1 to June 30 of the next year. Reimbursement awards may be granted only once per fiscal year.

Note: GSO reimbursement functions on a first come, first served basis. This means that if you’re applying for reimbursement late in the fiscal year, you may not be reimbursed in full or at all.

For more information regarding other GSO funding and reimbursement options, see their website or contact the GSO treasurer at treasurer@sbgso.org .

 

GSEU Professional Development Funds (PDF)

The GSEU Professional Development Fund or PDF is a funding pool for professional

development secured by the Graduate Student Employees Union via a collective bargaining

agreement with New York State. Each PDF period GSEU members can apply for a maximum award of $1,000 per person . The PDF award is non-competitive . Everyone who applies with the correct information and application will be accepted, though the amount awarded will sometimes depend on the number of accepted applicants.

Note: You must be a GSEU member to apply for PDF reimbursement. Only TAs and GAs are eligible to become GSEU members. This means that PDF funds are only available to Ph.D. students.

What can the GSEU reimburse me for?

Just like the other funding options, the GSEU will reimburse any expenses you incur in professionalization activities (attending conferences and workshops, grant proposal development, traveling related to your research, etc.).

How do I request reimbursement? What forms do I need to submit?

To receive reimbursement from the GSEU, you must complete this form and submit it along with the following documents:

  • An updated CV
  • Digitized copies of your receipts
  • An itemized budget of your award request (to be completed in the form above), including a total amount request (please list any other sources of funding you’ve received, such as GSO or departmental funds)

A sample of the GSEU application can be found here , along with the some of the required attachments .

All materials should be submitted electronically to gseuaward@stonybrook.edu . You should keep hard/electronic copies of these materials for your records.

Is there a deadline for submitting my request?

For the period of July 2, 2018 to July 1, 2019, all applications must be submitted before April 13, 2019.

Note: You do not have to wait until you’ve returned from the event to apply for reimbursement. If you have an estimation of your budget and receipts or even evidence of prices for travel and lodging reservations, you can send in your application before the event takes place.

For more information about eligibility to PDF and the application process, visit the GSEU page .