Conference grants application and instructions:
Step 1: Download the current application form from the GSA’s website (www.umgsa.org). Read
all documents and association guidelines (UMGSA Financial Policy Manual, Policy II). Fill out the
application form electronically. Then print it and sign it by hand.
Step 2: Fill out the “TRAVEL EXPENSES” form. Clearly specify your expenses in detail type
your other (expected) sources of funding (i.e., FGS departmental resources, your supervisor etc.)
and make sure your total calculated deficit is correct.
Step 3: Provide your travel (flight, drive etc.) documents. These documents include proof of
payment for the flight or car rental or train tickets. If you drove to conference, provide your
rental costs and gas receipts.
Step 4: Include copies of all your actual or digital/electronic boarding passes (if applicable).
Step 5: Provide the accommodation receipts such as hotel and transportation costs. If you share
the room with other people, make sure you specify your share of the expenses. If someone else
pays for the expenses, a signed letter from that person must be submitted in order to verify that
you have paid for of your portion of the costs. Please provide name(s) of your roommate(s) –
especially if they are also applying for a Conference grant.
Step 6: Include all your conference registration documents such as proof of registration and
payment or the acceptance letter or email.
Step 7: Proof of presentation or attendance at the conference is another mandatory document.
For the attendance only, a photocopy of your conference badge is sufficient. For students who
present at a conference, a letter from the conference organizer verifying your presentation or a
photocopy of the front page of the program (showing date and location) with the inside page
where your name is highlighted as a presenter plus a copy of your conference badge are
sufficient as the proof of presentation. In case you cannot obtain such documents, an email from
your supervisor verifying your presence and presentation at the conference is acceptable.
Effective January 26, 2017
Step 8: Include any extra information or documents that you believe might help the process of
your application. For example, if you were denied the travel fund from the Faculty of Graduate
Studies, include a copy of the rejection letter.
Step 9: On the “Available Resources” form the “Departmental Representative” is anyone in your
department that can speak to your funding. We prefer that you have your supervisor sign the
form but understand that may be difficult and are willing to accept signatures from anyone in
your department (such as an administrator, department head, or business manager) who may
speak to your funding status.
Step 10: Staple all the documents together in order of above steps with the application form as
the first page. It is not necessary to include these instructions or the policy manual. Please
remember failing to provide any of the above mentioned documents, without a written
justification, will result in delays or rejection of your application. Please keep a copy of the
application and all supporting document for your records. The signed application must be
submitted in original format. Faxed, photocopied, or canned copy of the two page application
form will not be accepted.
You can hand in or mail the application (in the interest of saving trees we ask that you do not use
an envelope unless mailing in your documents) and all supporting documents to:
University of Manitoba Graduate Students’ Association
221 University Centre
University of Manitoba
Winnipeg, MB R3T 2N2
Please note that all submitted applications will be sorted and checked for completeness. The
submitted applications will be reviewed by the Finance Committee at the next available Finance
Committee meeting. Cheques for accepted applications will be issued as per the availability of
funds.
FAQs:
1. When is the deadline for the GSA’s term? What happens if I submit my current
application after the deadline?
Effective January 26, 2017
The deadline is April 17th. If you submit your application after the deadline, your application will
be considered by the new Executive in the new budget year and you will lose your right to use
current year’s grant.
2. How much funding is available to students? What if I finish my current program and
start a new one in a GSA term?
Maximum of $750 per student per GSA term is available to all graduate students. This is
regardless of your program type or length.
3. What if I have to submit my original receipts to another funding source?
Copies of the documents are acceptable except the application form which must be the original
signed version.
4. How long after the conference date can I submit my application?
You must submit your application within 4 months after the conference date. If the conference
date is close to the GSA fiscal year end, is suggested to submit your application before the term
end date (April 17).
5. How long after graduation can I still submit my application?
You have a maximum of 4 months after your convocation day to attend and submit your
application. This allows you to present your final findings and results at a conference.
6. What if I pay the expenses in another currency?
In your budget plan table, convert the expenses to Canadian Dollar and specify the exchange
rate you have used. You can also use the currency converter that university travel services uses
(http://www.oanda.com/currency/converter/).
7. How long does it take for GSA to review my application?
Between 4 to 6 weeks.
Effective January 26, 2017
8. How do I know about the status of my application?
You can always email the Vice-President Internal ([email protected]) directly and request an
update.
9. How will you contact the students when a decision is made about an application?
We normally email you unless you specify and request otherwise.
10. Can you direct deposit the grant to my personal, department, or supervisor’s account?
No. GSA will issue a cheque only in student’s name.
11. Can someone else pick up my cheque?
Yes. You need to email us in advance explaining why and who will be picking up your cheque.
They will be required to provide ID. In all cases, one piece of valid official ID is required at the
time of pick up. When we email you to come and pick up the cheque, you will be given the option
to have it mailed to the interdepartmental address you prefer. In extenuating circumstances
(such as currently doing research out of province for an extended period) we can send the
cheque via Canada Post if you request it.
12. Why do I need to include taxes on the “Expense” form?
In some countries, people are required to pay taxes separate from other expenses. For instance,
Airport Taxes may be charged separate from the airfare. Similar to the "Other" column, if
students have nothing to report, they should leave those columns blank. They are not required to
split the taxes (GST, PST) on their receipts from the cost of the goods/service they paid for.
Effective January 26, 2017
University of Manitoba Graduate Students’ Association
221 University Centre, University of Manitoba
Winnipeg, MB, Canada R3T 2N2
Tel: 204-­ 474-­­9181
Fax: 204-­­474-­­7560
www.umgsa.org
Please read this form and all attached documents before returning to the UMGSA.
FORM 003 – Conference Grant Application (Page 1 of 2)
Student Information:
Name
(First, Last):
Student #:
Department:
Program:
Email:
Phone #:
Mailing Address (U of M interdepartmental):
Conference Information:
Location:
Date:
Attending
Presenting
Financial Information:
Have you applied for a UMGSA Conference Grant before?
If yes, when?
Have you applied for a Faculty of Graduate Studies Travel Award?
If yes, when?
How much are you expecting to get?
Have you applied to your department for funding?
If yes, when?
If no, why not?
If no, why not?
How much are you expecting to get?
Document Checklist:
Travel Budget
Travel Receipts
Copy of Boarding Pass
Accommodation, Food, and Other Receipts
Conference Registration Confirmation
Conference Presentation Information
Conference Badge and any other cover note
Effective January 26, 2017
FORM 003 – Conference Grant Application (Page 1 of 2)
5
Declaration:
I certify that I have carefully read the application and Conference Grant guidelines stipulated
in the UMGSA Financial Policy Manual (Policy II). I recognize that the submission and
qualification of this application is subject to the Conference Grant Policy. I declare that the
information contained within this application is correct and accurate. I authorize the UMGSA
to investigate the information provided in this application to assess the qualification for this
grant if necessary.
Signature of Applicant
Date
GSA Approval
Date
Effective January 26, 2017
AVAILABLE RESOURCES FORM
Student Information:
Name: __________________________________________________
Student #: ______________________________________________
Department: ___________________________________________
Program: _______________________________________________
Email: __________________________________________________
Phone #: ________________________________________________
Mailing Address (U of M Interdepartmental):
____________________________________________________________________________________________________________________________
Financial Information:
I have applied for a conference grant at the University of Manitoba Graduate Student Association (UMGSA). For
my application to be successful, it must be accompanied by this signed form.
⃝ No Departmental/Supervisor/Faculty grant available
⃝ Departmental/Supervisor/Faculty grant available
Departmental Amount: ___________________________
Supervisor Amount: ______________________________
Faculty Amount: __________________________________
____________________________________________
Student Signature
_________________________________________________________________
Departmental Representative Signature/Position
_______________________________________
Date
Effective January 26, 2017