Student requests for conference travel awards are approved on a first-come, first-served basis, subject to the availability of funds.

*Please read carefully before submission

Grant amounts

Eligibility

All Applicants must:

• Be full‑time in a thesis program
• Present their research as first author in an oral or poster presentation.
• Present results obtained during the current program and related to their thesis.
• Have completed at least 2 academic terms before the presentation date.
• Have supervisor approval to present.
• Be presenting at a research or clinical conference.

Eligible Expenses

• conference registration fees
• Transportation (economical rate; only if outside Ottawa–Gatineau)
• Accommodation and meals (only if outside Ottawa–Gatineau)

How to Apply

Submit the following three PDF attachments:

1. Conference Travel Grant Form. 
2. Proof of acceptance (email or webpage showing your abstract was accepted with the invitation to present your poster)
3. Copy of your accepted abstract (must show that you are the first author)
4. If you are not in Workday, complete the External Committee Member Request Form (PDF) and provide a void cheque.

Deadline for application:

Submit to [email protected] at least 10 business days before travel; however, earlier submission is strongly recommended, as funding is allocated on a first-come, first-served basis.

Notification Timeline

• Applications are reviewed only when complete.
• Expect an email from [email protected] within 10–15 working days.
• If refused, you may resubmit a corrected application.
• The publication and presentation must deal with research results obtained during the current program and be related to the thesis;
• The applicant must be the first author (as listed on the official publication or conference documents) and the presenter;
• If your travel is in the next fiscal year, we will keep your application in the queue and notify you when the budget information is available.

After Approval & Travel

Please read carefully

• Keep all original receipts in good condition. Invoices are not accepted.
• Within 10 working days of returning from travel, email the following PDF or jpegs (jpg's only) to Doris Peixoto ([email protected]) If you are on Workday, please let us and we will provide information on how to submit your reimbursement.
• Required Documents for Reimbursement:
• Conference program (PDF)
• Registration payment receipt
• Transportation receipts (flight, train, bus, taxi, etc.)
• Itemized meal receipts + proof of payment
  • Alcohol is not an allowable expense therefore not reimbursable
  • Do not pay for someone else’s meal or other expenses
  • Ask your supervisor if per diem is allowed
• Hotel receipts (detailed)
  • Extra charges such as alcohol, snacks, toiletries are not allowable expenses. Please pay separately.
  • If sharing a room, include the other student’s name and proof of payment (email transfer)
• If you want the exchange rate that you paid (if you travelled to another country), please provide screenshots of your credit card statement
• Copy of any information about any additional funding you received for travel after you submitted conference travel grant form.

Receipt Tips for faster processing:

• Keep receipts flat and legible
• Photograph them immediately. If using an iPhone, email your receipts to yourself. This will change the receipts into jpegs.
• Save each as a PDF with a meaningful name (e.g., “Taxi_to_conference_Aug4.pdf”)

Additional funding available:

GSAED

For more information on the Individual Academic Project fund, please visit the GSAED webpage.