Graduate Grants
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The Graduate Grants Office coordinates with programs and organizations across campus to administer individual graduate student grants funded through the General Fee, as well as selected need- and merit-based grants funded through the Office of the Provost.
Learn more about
Individual Grants Sponsored by Student Orgs
Individual student grants offered by graduate student organizations at Penn and funded through the General Fee. Apply here | Reimbursement details here.
Individual Grants Sponsored by the Provost
Individual student grants and awards sponsored by the Office of the Provost and administered through different University offices, including the Graduate Grants Office.
External Grants & Fellowships
Information about external grants and fellowships offered by private foundations, government agencies, and corporations, as well as selected major University fellowship competitions.
Graduate Funding & Finances
Information and resources to help you identify funding opportunities and make more informed financial decisions as you pursue your degree.
Student Group and Event Funding
Information about funding for student organizations and events
Several graduate school governments use a portion of their General Fee (student activity fee) allocation to fund grants for individual travel, research, and professional development.
Students should review carefully the complete guidelines and policies on official program websites, as well as the universal guidelines and policies below, before submitting an application or seeking reimbursement for funds awarded through these programs.
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. - GAPSA-Provost Fellowship for Interdisciplinary Innovation
Grants of $6,000 to support original, student-derived initiatives that integrate knowledge across diverse academic disciplines. The fellowship is also meant to help the project-leader(s) develop, pursue and complete their proposed interdisciplinary initiatives.
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.
| Covered Expenses |
|---|
|
Grants may be used to reimburse individual expenses directly incurred by current students in association with a range of extra- and co-curricular activities, as defined by the specific grant program and sponsoring organization. Typical covered expenses include travel to professional meetings and conferences, voluntary training and professional workshops, and a limited range of other academic and professional development activities. Lodging expenses may be covered at up to 110% of the published per diem rates in the activity location. Local travel may be covered only on the first/last day of travel and where clearly justified by the itinerary. Taxi/carshare to airports or train stations is allowable only where public transit or shuttle service is unavailable or impractical due to location or time of day. Covered expenses must be directly related to activities undertaken during periods in which the student is actively enrolled in an eligible graduate or professional degree program. |
| Ineligible Expenses |
|---|
| Individual grants funded through the General Fee CANNOT be used to reimburse or cover the following expenses: |
Additional restrictions and limitations apply to the following expense types:
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The following basic eligibility criteria apply to all grants funded through the General Fee, which includes the programs listed above.
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 occurring in periods 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 and certificate programs which do not charge the General Fee are not eligible.
- 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
The Graduate Grants Office maintains two universal application forms for Individual Research Grants and 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. Applications must be submitted during the semester/term in which the expense is incurred. Additional details below.
Applicants should review all individual program details carefully before applying. When an application is submitted, the Graduate Grants office verifies that student enrollment and contact information is correct and meets University eligibility criteria. After an applicant's general eligibility is confirmed, their application is shared with the organization managing the program to which they applied for review.
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.
Application Cycles*
Applications must be submitted during the semester/term in which the covered activity takes place. Expenses and activities taking place across two cycles should be submitted in the later cycle. Check application for any deadline extensions or changes.
Fall Grants
- Activity period covered:
- August 15 - Dec 31
or - May 15-Dec 20 for grant programs without a summer cycle
- August 15 - Dec 31
- Application opens by: September 1
- Application Deadline: October 10
- Decision notifications by: Nov 15-20
- Reimbursement deadline: January 5*
Spring Grants
- Activity period covered: January 1 - May 15
- Application opens by: January 15
- Application Deadline: March 10
- Decision notifications by: April 15-20
- Reimbursement deadline: May 15*
Summer Grants**
- Activity period covered: May 15 - August 14
- Application opens by: May 1
- Application Deadline: June 10
- Decision notifications by: July 22-Aug 2***
- Reimbursement deadline: Aug 5*
* 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
***Notifications for summer 2024 are delayed. Notifications will be sent by July 20 in future cycles.
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
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- 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 2024 Conference & Professional Travel Grant Application
Application Cycles*
Applications must be submitted during the semester/term in which the covered activity takes place. Expenses and activities taking place across two cycles should be submitted in the later cycle. Check application for any deadline extensions or changes.
Fall Grants
- Activity period covered:
- August 15 - Dec 31
or - May 15-Dec 20 for grant programs without a summer cycle
- August 15 - Dec 31
- Application opens by: September 1
- Application Deadline: October 10
- Decision notifications by: Nov 15-20
- Reimbursement deadline: January 5*
* 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.
Spring Grants
- Activity period covered: January 1 - May 15
- Application opens by: January 15
- Application Deadline: March 10
- Decision notifications by: April 15-20
- Reimbursement deadline: May 15*
* 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.
Summer Grants**
- Activity period covered: May 15 - August 14
- Application opens by: May 1
- Application Deadline: June 10
- Decision notifications by: July 20
- Reimbursement deadline: Aug 5*
* 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
Please note: covered expenses will vary by program and grant.
Review "Scope of Funding & Eligible Expenses" section above 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 Grants should use this itemized budget form.
| Sample Itemized Budget -- Conference | Sample Itemized Budget -- Research Travel |
|---|---|
|
Total Budget: $1,240.5 #1: Expense description: Travel – Airfare #2: Expense description: Lodging Company/Source: Grand Hyatt Hotel (conference site): City, State/Province, Country #3: Expense description: Registration costs - Conference #4: Expense description: Registration costs – |
Total Budget: $1,337.5 Total Requested: $800 #1: Expense description: Travel – Airfare #2: Expense description: Travel – local travel*** #3: Expense description: Lodging |
**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.
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.
Policies & Conditions
Please review carefully the conditions below and on the relevant grant program page to be sure you understand required documentation, uses, and processes for receiving grant funds.
- 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.
- 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 may be charged the amount of awarded funds and/or may be subject to disciplinary action through the Center for Community Standards and Accountability.
For grant reimbursements processed through the Graduate Grants office, including GAPSA grants, please follow the reimbursement instructions in the section below.
In accordance with University policy and federal guidelines, the following expenses CANNOT be reimbursed:
- Expenses incurred by someone other than the student, including purchases made by an advisor or PI
- Expenses for costs incurred during periods in which the student is on leave or not actively enrolled and registered in a University program, including post-graduation costs
- Food and alcohol
- Costs associated with payments for individual professional services or research participants. Such payments must be arranged through a purchase order (PO) or invoiced to the University. See Payment policies below for more information.
See "Scope of Funding" section above for a fuller list of expenses covered by student group grants.
Visit the Penn Division of Finance website for more details and policies related to University financial policies and operations.
Process and Instructions
- Grant funds will be disbursed in a one-time payment.
- Reimbursements should be submitted within 2 weeks of covered activities or receipt of an award letter, whichever is later.
- Reimbursements are processed on a rolling basis in the order that they are received. No funds are processed during periods in which the University is closed.
- Please submit for reimbursement following the steps below:
- Gather all expense documentation, as well as a PDF copy of your complete Award Letter / Award Acceptance Confirmation.
- Submit an Individual Graduate Grant Reimbursement Request Form.
Submit a Reimbursement Request
Detailed Reimbursement Process Flowchart
- Gather all expense documentation, as well as a PDF copy of your complete Award Letter / Award Acceptance Confirmation.
- All grant funds 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.
- 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.
- Set up direct deposit / wire (if possible) to expedite payment.
Step-by-step Marketplace Registration
- If you are already registered in the Penn Marketplace as a payee, no additional steps are required.
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.
Click on headings to expand content
Need-based individual grants administered through the Graduate Grants office.
The Office of the Provost sponsors a number of additional, merit-based individual awards and fellowships, administered through different University offices. These include:
Program-Specific Questions
Questions about a specific grant program details and guidelines should be directed to the sponsoring office or organization using through the program contacts and websites listed above.
University policies and procedures
Questions about University policies and procedures related to individual grants can be submitted to the Graduate Grants office by emailing grad-grants@upenn.edu.
