Frequently Asked Questions

Research and Travel Grants FAQ

Q: How do I receive my grant money?

A: If you have completed a direct deposit form and attached a voided check, your check will be deposited. Otherwise the check is sent to the address you specified on your 204 Form. This can be either your campus mailstop or your home address.

Q: I already filled out a 204 form last year (quarter, month, etc.). Do I need to fill out another one?

A: Yes. We highly recommend you complete a new 204 form unless you filled one out for TAing or for being a GSA rep THIS school year. Otherwise you run the risk of the FAST office failing to pay you. Also, do not include your 204 in your application, send it to the FAST office.

Q: What additional paperwork should I submit if I am an international student or permanent resident?

A: International students and permanent residents must fill out the form: Certificate of Citizenship (PDF) and attach proof of VISA or permanent residency.

Q: Who reads and processes the research and travel grant applications?

A: The research travel grant committee is part of the Graduate Student Association (GSA). Each department elects a representative to the GSA, some of whom are then elected to the research and travel grant committee. After being evaluated by the research and travel grant committee, all approved applications are sent to the GSA treasurer. The GSA treasurer signs your form and sends it on to the university FAST office. The actual check cutting is done by a staff member in the FAST office. The GSA Research and Travel Grant Committee is made up of graduate students - just like yourself. So if there's a delay, please remember that we, too, have midterms, qualifying exams, conferences, and other commitments.

Q: I received an email saying that my application had been sent off for check cutting, and it has been over 6 weeks and I have not received a check. What happened?

A: One of several things may have happened:

- You moved and did not update your address.

- You deposited it and forgot about it. Sounds silly? Yes, but it's happened before.

- We find that the FAST office doesn't often lose checks, but after you've triple checked your records, you can email travelgr@ucsc.edu.

Q:  Can I apply for multiple years’ worth of funding at once?

A: No. Nor can you apply for multiple trips in a single application.

Q: If someone is applying for travel completed in 2016 couldn’t they also apply for travel completed in 2018 since it applies by year?

A: No. The one travel grant per academic year rule still applies, so you can be reimbursed for travel from 2016, but must wait another academic year to apply for funding for the 2018 travel.

Q: Why do you cap the travel grants at $500?

A: In the past, the GSA Research Travel Grants granted funding to everyone with a completed application by adding the sum total of funds requested and dividing it by our budget. This led to really disparate travel grant amounts commensurate with the number of applicants and the amounts requested each quarter. By capping the grants at $500, we can ensure that all applicants approved for the grant can get the same amount.

Q: Why do you cap the GRAF grant at $1000 for research related supplies and $500 for professional development?

A: We cap the GRAF grant at $1000 for research related supplies to accommodate high priced supplies, such as a laptop. However, this does not mean every research related supply grant will be awarded $1000, as we would like to award as many grants as possible. See above for reason for professional development grant cap.

Q: Can I apply for travel I haven’t completed yet?

A: Yes! The new travel grant funding process allows for grants to be given before travel has occurred. However, registration for the conference/workshop/professional development must be occurring before the next Research and Travel Grant application deadline.  

Q: Do I need to attend a workshop to apply for a grant?

A: No, but it is highly recommended that you do attend, to ensure that your paperwork is filled out correctly.

Q: What is the Graduate Research Assistance Fund?

A: The Graduate Research Assistance Fund (GRAF) is a new source of grant funding from the Student Fee Advisory Committee (SFAC). GRAF grants will provide funding for research related supplies and professional development.

Q: You aren’t doing reimbursements anymore. Does this mean I can’t receive a grant for past travel?

A: No, you can still receive a grant for past travel.

Q: What kind of supplies does the GRAF cover?

A: GRAF covers research related supplies including: books, subscriptions, software, computers, gear, art supplies, etc. If you are not sure if GRAF covers the supply you would like to purchase, please email travelgr@ucsc.edu

Q: How is the new funding method different from the reimbursement method?

A: Our new funding method will provide grant money upfront, through direct deposit. This means that travel no longer needs to have already happened for you to apply for funding. In this method, we will also not need you to provide receipts, and other forms of travel-related documents. The major change is that this money is now taxable and you will need to itemize your expenses on your taxes. Depending on the use, it may be deductible. Don’t know what any of that means? Attend a tax workshop hosted by the GSA in the Winter/Spring Quarter.

Q: I was an awarded a travel grant in fall, but now it is spring and I need some books for my research. Am I still eligible to apply for a Research and Travel Grant?

 A: Yes. While you are not eligible to receive another travel grant within the academic school year, you can receive another GRAF related grant.

 

Please email the Research & Travel Grants coordinator with any more questions.