Graduate Grants

All grants must be awarded during the semester / term in which the covered activity takes place. Official term dates are available here. Expenses and activities taking place across two cycles should be submitted in the later cycle. Check application for any deadline extensions or changes.

* expenses for graduating students must be incurred and submitted at least 2 weeks (14 days) prior to the official end of term. Review all term dates here.  

** The availability of summer grants varies by program and year. Additional eligibility criteria and restrictions apply. Please review all instructions and program details carefully

The following basic or universal eligibility criteria apply to all grants funded through the General Fee, which includes student group-sponsored grants listed on this page. Individual student organizations may have additional criteria or preferences for their grant programs. 

Grants offered through student organizations are funded through the General Fee, which supports extracurricular student activities and resources across campus. In addition to University purchasing and payment policies, there are a number of additional guidelines and restrictions on the use of General Fee funds. 

The following tables include expenses commonly covered by student grant programs and expenses which cannot be covered by these funds. These lists are not exhaustive. If you have questions about whether an expense is covered or about University policies related to purchasing and reimbursements, please contact grad-grants@upenn.edu. 

The following basic or universal eligibility criteria apply to all grants funded through the General Fee, which includes student group-sponsored grants listed on this page. Individual student organizations may specify additional criteria for their grant programs. Please review both University - and - program criteria before applying! 

Students must be enrolled in a traditional degree-bearing graduate or professional degree program at the University of Pennsylvania.

• Students must be actively enrolled and in good academic standing during the period covered by the grant.
   
• Grants cannot be awarded for expenses or activities occurring in periods prior to enrollment, following graduation, or during academic terms in which a student is not registered in course or research (thesis/dissertation) credits.
   
• Students enrolled in executive-format, online, and certificate programs which do not charge the General Fee are not eligible. Visit the SRFS website for more information about student fees. 
   
• Students enrolled in post-baccalaureate programs are not eligible.
   
• Student enrolled accelerated/submatriculation degree programs who have not yet received their bachelor's degree are not eligible

Students may not receive more than $3000 total per year in combined grants, payments, and fungible items (tickets, merchandise) funded through the General Fee.

Please note: the following groups of students may have limited eligibility and are encouraged to review all program details carefully before applying.

• Part-time students whose primary University affiliation is staff or faculty
• Visiting students who are not registered or enrolled at Penn with student status (e.g., visiting scholars, etc.)
• Students enrolled in online-only or executive format programs for which the normal General Fee is not required. Information about online and executive program fees can be found here. 

The Graduate Grants Office maintains the universal application form for Individual Travel & Professional Grants. Applications generally remain open throughout the academic year, though the form may close periodically between cycles for minor updates or edits. Deadlines and covered activity periods are available in the application and in the "Dates and Deadlines" section of this webpage. 

Individual program recommender deadlines, application review, and notification dates varying by organization and grant program. Grant processing times and disbursements will vary by person and program. 

Applicants should review all individual program details carefully before applying. 

Application Process 

1. When applications are submitted, the Graduate Grants office verifies that student enrollment and contact information are correct and that the student meetings basic University eligibility criteria. 
2. As application deadlines approach, the Graduate Grants office will notify applicants if they are missing a required faculty recommendation or other required components of the application. 
3. Following the application deadline, all eligible applications are shared with the student  organization(s) managing the relevant grant programs for further review. 
4. Student organizations review applications and notify applicants of their decisions by the posted notification deadline. 
5. The Graduate Grants Office provides instructions and coordination of reimbursement / payment processes for students receiving grants. . 

Before you apply 

While application questions and requirements will vary by grant and expense type, we recommend having the following information available before you start an application: 

• All applicants
  • Itemized Budget
• Conference or professional meetings:
  • Conference Title
  • PDF of Conference acceptance and/or program
  • Conference Location (City/State/Province/Country)
  • Lodging Information 
     
• Travel Information
  • Travel dates
  • Lodging location 

Application Forms

Fall 2026 Conference & Professional Travel Grant Application

Please note: covered expenses will vary by program and grant. 
Be sure to review "Covered and In/Eligible Expenses" section to understand covered expense types and maximums. In particular, please be aware of the following limits: 

• Meals / per diem and local travel are not allowable expenses for individual student travel grants
• Local travel expenses are limited to first/last day of travel except where required as part of research activity. Taxi/carshare service is only covered where alternative means (e.g., public transit) are unavailable or impractical due to location or itinerary.
• Expenses may not exceed 110% of current per diem rates in the activity location. 

This sample is for illustrative purposes only. GAPSA Research Student & PGLA Grants should use this itemized budget form. 

**Meals / per diem and local travel are not allowable expenses for individual student travel grants

***Local travel expenses are limited to first/last day of travel. Travel will not be reimbursed beyond the most affordable and reasonable method of travel. Expenses may not exceed 110% of current per diem rates in the activity location. 

Several graduate school governments use a portion of their student activity fee allocation to fund grants for individual travel, research, and professional development. These programs include: 

• SASGov grants: Support for SAS Graduate Division research students to pursue research and professional development  
   
• GSESG grants: Support for GSE students for conference travel and research  
   
• GAPSA Conference and Professional Travel Grants 
  Small grants to reimburse students for costs associated with travel to and participate in academic and professional conferences or meetings. 

In accordance with University policy, all individual grants funded by the General Fee and awarded by graduate student groups must be coordinated in partnership with Graduate Grants office. This includes individual travel/research grants, service awards, and other forms of compensation or payment from allocated funds or generated by groups receiving such funds. 

This coordination includes:

• Defining appropriate purpose(s) for individual grants.
• Developing payment processes for all individual student grants.
• Developing and implementing universal applications, Award Letter text, and Payment processes.
• Changes to agreed-upon items above must be discussed with and approved by the Graduate Grants office.

Please contact grad-grants@upenn.edu with any questions or to schedule a meeting. 

Additional policies related to student payments, grants, and awards can be found on the Graduate Student Groups page and the OSA Financial Services Center webpage. Visit the Penn Division of Finance website for more details and policies related to University financial policies and operations.

Questions about the status of your application prior to (before) application deadlines or after award notification dates should be sent to grad-grants@upenn.edu

 
Questions about your application during the review process (between deadline and notification) should be sent to the student government contact for the program(s) to which you applied

Grant funds can only be used for eligible purpose(s) approved in your award notification and original application. 

Before submitting your request, review carefully:

• The Covered & In/Eligible Expenses information provided in the sections above on this page
• Your award notification email
• Your original application
   
• Only eligible, documented expenses can be reimbursed. Be sure to review carefully the In/Eligible Expenses section above and your award letter/notification to understand what expenses are eligible for reimbursement
   
• Funds must be used for the purpose(s) specified in your award notification and your original application. If travel dates or specific needs have changed due to unforeseen circumstances, please contact the sponsoring organization to discuss whether alternate costs can be covered.

Did your travel or another expense change?

If your travel dates, plans, or specific needs have changed because of an unexpected situation, contact the organization that awarded your grant before submitting your reimbursement request to determine if the new expense can be covered.

You must submit all the following required documents together: 

1. Complete, itemized receipts and invoices for covered expenses 
2. Complete award notification in PDF format
3. Conference Agenda or Conference Itinerary
4. Students presenting or participating in formal roles: signed travel verification form 
    

1. Receipts and Invoices 
For each reimbursable expense, you must provide an original/final itemized receipt, or invoice marked as paid.

Each receipt or invoice must display all of the following:

• Date of purchase
• Payment Method (for example: credit card, debit card, cash)
• An itemized list of billed costs or of each item or service purchased
• The cost of each item or service 
• Name of the person who made the purchase

Receipts and invoices must be submitted as: PDF or JPG format only. Please do NOT submit screenshots. Most email platforms can save emails in PDF format via the print function.

**Please note: Reservation or booking confirmations and partial receipts without all required information will NOT not be accepted as proof of payment.

B. Your complete award notification in PDF format

You must also submit a complete copy of your award notification email. Save the entire email as a PDF.

Do not submit:

• A partial screenshot
• A screenshot of only part of the email
• A different file format

C. Conference Agenda or Program

Submit the complete conference agenda as a PDF file. 

If you have presented or participated in a formal role at the conference, the agenda or program must reference your name. 

D. Students presenting or participating in formal roles

If you are a student who presented research or participated in another formal role at a conference or professional meeting, in addition to the conference agenda that includes your name, you must also provide:

• A completed Travel Verification Form including 
  • Your signature and 
  • the signature of an authorized University representative
     

After you have collected all required documentation, submit your reimbursement request using the Graduate Grants Reimbursement Form.

Be sure to submit ALL of the following: 

• Final, itemized receipts/invoices
  • Receipts in PDF or JPG format
  • Date shown on each receipt
  • Purchaser name shown on each receipt
  • Payment method shown on each receipt
  • Itemized list and costs shown on each receipt
• Complete award notification email saved as a PDF
• Conference Agenda saved as a PDF
• Travel Verification Form, if required, with all required signatures

Missing documents may cause your request to be delayed, denied, or only partially reimbursed.

 

Important Reminders

• Submit Your Request on Time
  You must submit your request by the reimbursement deadline by the stated reimbursement deadline and absolutely no later than: 
  • 45 days after the expense occurs, and 
  • the final reimbursement deadline for the grant cycle
     

  • Graduating students
    If you are graduating, your expenses must be incurred and submitted at least 2 weeks (14 days) before the official end of the term, in addition to meeting the deadlines above. 

    Please review the Penn Academic Calendar for official term dates.

• Only eligible, documented expenses can be reimbursed. Be sure to review the In/Eligible Expenses section above to understand what expenses are eligible for reimbursement
   
  • Funds must be used for the purpose(s) specified in your award notification and your original application. 
     
     

Students who are presenting research or similar scholarly work conducted at Penn at an academic conference or professional meeting will have their expenses processed through Concur.

The Grad Center will submit an initial expense report in the system on your behalf upon review and approval of the documentation you submitted through the Central Reimbursement Request Form.

Do not create your own expense report in Concur. 

You will receive an email from sender: AutoNotification@concursolutions.com with Subject: Report Ready for Submission

Click “View Report” from the email body, which will prompt you to log into Concur. 

Navigate to the Expense section on your Concur home page and click “Ready For Review.”

Review the information contained in the report. Please do not make any changes to the report. If you have any questions about the report, please contact grad-grants@upenn.edu before moving to the next step.

Once you have reviewed and agree to the report, click “Submit Report:”

The report will be forwarded to university approvers. Once fully approved, payment will be disbursed via direct deposit according to the banking information you have established in your Concur profile.

APPENDIX: Helpful Links

• Student Specific Initial Set Up - SAP Concur Expense
  • Students will have to have their email address listed on Penn Directory for SAP Concur registration.
  • Students must ensure that they have up to date, accurate, banking information in Concur for registration/reimbursement.
  • Logging in uses PennKey info – if you are having issues logging in, check this link to contact Pennkey Support.
  • Your legal name must be on your account for reimbursement. See here for Legal Name vs. Preferred Name

Grant funds for students who are NOT presenting or serving in similar roles are disbursed through the Penn Marketplace. In order to receive your grant, you must be registered as a payee in the Penn Marketplace by an authorized financial administrator.
 

• If you are already registered in the Penn Marketplace as a payee, no additional steps are required.
  However, we strongly encourage you to check that your payment and contact information are correct and up-to-date. 
   
• If you are not yet registered, some additional steps will be needed:
  • You will receive an email invitation to register from “The University of Pennsylvania  DONOTREPLY@sciquest.com” within approximately 3-6 days after submitting the reimbursement request form. Please be sure to check your junk/spam folder in case the email is misdirected there.
     
  • By selecting the "Register Now" button in the email, you will be routed to a secure website to complete the registration process.
     
  • After logging in, you will have access to a secure portal to enter your personal and payment details. See additional instructions here.
     
  • You must register within three business days (M-F) of receiving the email.
     
• Set up direct deposit / wire (if possible) to expedite payment.
  
  Step-by-step Marketplace Registration

Grant processing times and disbursements will vary by person and program. Please contact Penn Supplier Support with any questions about registering as a payee or the status of your payment.

If you have any questions about the grant disbursement process after reading through the guidelines above, please contact the Graduate Grants team at grad-grants@upenn.edu. If you have questions about the specific grant terms or program details, please contact the sponsoring organization or group.

STEP 4 

Keep a look out for emails from “University of Pennsylvania, ISC via Smartsheet automation@app.smartsheet.com” with important updates and requests related to processing the grant. 

You should receive automated emails as your request moves through stages of the review and payment process. An overview of the grant reimbursement process, including timeline, is provided in the "Process & Payment Timeline" section on this page. 

• Funds must be used for the purpose(s) specified in your award notification and your original application. If travel dates or specific needs have changed due to unforeseen circumstances, please contact the sponsoring organization to discuss whether alternate costs can be covered.
   
• Reimbursement / payment requests must be submitted within 2 weeks of receiving your award letter (for past expenses) or within 30 days of incurring the covered expenses (future or ongoing expenses). 
  • Expenses for graduating students must be incurred and submitted at least 2 weeks (14 days) prior to the official end of term. Review all term dates here.  
     
• You must provide original, itemized receipts and invoices for covered expenses. All receipt(s) or invoice(s) *must* include the date, purchaser name, and an itemized list of items purchased with cost.
   
• All University grants and awards to individuals may be considered taxable income by the government.
  You are responsible for reporting the grant income and paying any applicable taxes. Depending on your tax status, taxes may be withheld prior to the grant disbursement. Such taxes may be refunded when students file annual taxes with the IRS. The SFS website provides additional information regarding withholding taxes on grants and aid for non-U.S. citizens.

Students who intentionally or knowingly violate any of the terms above or provide false or misleading information may be charged the amount of awarded funds and/or may be subject to disciplinary action through the Center for Community Standards and Accountability.

The process of approving and disbursing grant payments involves a number of steps completed across several offices. More information and timing for these steps are included below. 

• Review & Registration  
  • Staff in the Graduate Grants office will request student payee accounts for new grantees with Penn Marketplace. The registration process is managed by Penn Procurement and requires timely response and completion by the student. 
     
  • Once you are registered in Penn Marketplace and have submitted all required documentation, the Graduate Grants office will determine an approved award amount based on your award letter, submitted documentation, and relevant University policies, including eligible expenses and payment maximums for this type of grant. 
     
  • Typically, it takes up to one week to review and approve a payment for registered Penn Marketplace users. Additional time is needed for grantees who submit incomplete documentation or inaccurate information. 
     
• Payment Initiation 
  • Once an approved payment amount has been determined, the Grad Grants team will initiate a payment in Penn Marketplace.
     
  • You should receive an automated email from Smartsheet when your payment has been initiated in the Penn Marketplace. This email will include the approved payment amount, as well as important tax and contact information. 
     
  • Once your payment has been initiated, you can check the status of your payment by going to: https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=UPenn
     
• Budgetary and Finance Approval
  • Depending on your grant type and student status, the payment will be reviewed and approved by a financial administrator in your school or the Provost's Office. 
  • This step typically takes only 1-3 days, but can take longer during busier times of the fiscal year. 
     
• Payment Authorization and Disbursement 
  • Final authorization of payments is processed by Penn's Accounts Payable / Procurement department.
  • If you have set up electronic payments, your funds will be deposited into the account you registered. Otherwise, a paper check will be mailed to the address you listed in the Marketplace system.
  • The time from payment initiation to disbursement can take two (2) or more weeks during busier times of the year. 

Grant processing times and disbursements will vary by person and program. Once a payment has been initiated, students should contact Penn Supplier Support with any questions about the status of their payment.

Good to know: Penn student governments award around 300-500 grants each cycle. When multiple organizations issue awards close to the end of the semester/term, it can cause additional delays at each stage of the payment process due to heightened financial processing activity at the end of each term. Offices appreciate your patience and will contact you with any issues -- please do not contact offices for updates on your request or payment status, as this only further slows processing times.