Travel and Conference Reimbursement
Presenting your research at a conference? Attending a professional conference in your field? Apply for the Graduate Student Association's (GSA) Travel and Conference Reimbursement (TCR) program!
Graduate and professional students may be eligible for reimbursement of a portion of approved travel and conference registration expenses.
About the TCR ProcessEligibilityFrequently Asked QuestionsGSA Homepage
About the TCR Process
Applying for TCR is quick and easy. In this section, we're breaking down the steps you will need to take and what to expect throughout the process.
Before Travel/Conference
Step 1: Submit the InvoNet Pre-Travel Reimbursement Application
When to Complete:ÌýAs early as possible!
Deadline: One week before the first day of travel (if virtual, first day of conference)
How To:ÌýDownload and complete the Travel and Conference Information Form PDF linked in the InvoNet Pre-Travel Reimbursement Application. Complete the Pre-Travel Reimbursement Application and attach the PDF.Ìý
Tip from the GSA
We encourage you to apply as soon as possible as funding is limited each academic year. The sooner you apply, the greater your chances of approval!Ìý
After Travel/Conference
Step 2: Submit the InvoNet Post-Travel and Conference Reimbursement Documentation Form
When to Complete: Upon return from travel
Deadline: Two weeks after the last day of travel (if virtual, last day of conference)
How To:ÌýDownload and complete the signed Travel and Conference Information Form PDF linked in the approval comment of the approved InvoNet Pre-Travel Reimbursement Application. Complete the Post-Travel and Conference Reimbursement Documentation Form and attach the PDF as well as relevant itemized receipts.Ìý
Bank statements, credit card statements, transaction histories, and screenshots of banking or credit card transactions are not accepted in place of itemized receipts.
Tip from the GSA
Double check that you are submitting the Travel and Conference Information Form PDF with the GSA Treasurer pre-travel signature.
Receipt Requirements
- Vendor name
- Date of purchase
- Amount paid
- Itemized details of the expense
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Step 3: Submit Your Concur Expense Report
When: Upon post-travel approval
How To: Download the signed Travel and Conference Information Form PDF linked in the approval comment of the approved InvoNet Post-Travel and Conference Reimbursement Documentation Form. Log into Concur and create an expense report, uploading relevant receipts and the signed Travel and Conference Information Form PDF.
Helpful Links
Tip from the GSA
If you have any questions about Concur and creating your expense report, please reach out to Accounts Payable at PCardTravelSupport@utoledo.edu. The GSA does not manage the Concur process.
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Eligibility
Learn more about who is eligible, funding levels, and eligible expenses.Ìý
Who is Eligible?
In order to be eligible for the Travel Conference Reimbursement process, students must meet the following requirements:
- Be a ÃÛÌÒ´«Ã½ graduate or professional student (undergraduate students are ineligible)
- The amount students are eligible for depends on their involvement level in the GSA. See "Annual Reimbursement Amounts and Presenter Bonus" in the next section.
Annual Reimbursement Amounts and Presenter Bonus
All eligible graduate and professional students can receive up to their annual reimbursement maximum each academic year. In addition, students who present at conferences may earn a $100.00 presenter bonus for every eligible conference. While annual reimbursement funding is capped, presenter bonuses are not limited.Ìý
As of Fall 2026, the funding levels (not including the presenter bonus) are as shown below:
Funding Levels
Inactive Member
An inactive member of the GSA is a registered graduate or professional student who has less than 4 points within 6 months.
Inactive members are eligible for $100.00 of reimbursement funding per academic year.
Active Member
An active member of the GSA is a registered graduate or professional student who has 4 points or more within 6 months.
Active members are eligible for $300.00 of reimbursement funding per academic year.
ÃÛÌÒ´«Ã½ Representative
An college representative of the GSA is a registered graduate or professional student who has been appointed to serve as a representative of their academic college for the GSA for the academic year.
ÃÛÌÒ´«Ã½ representatives are eligible for $500.00 of reimbursement funding per academic year.
Executive Board Member
An exective board member of the GSA is an elected officer leading the GSA for the academic year.Ìý
Executive board members are eligible for $500.00 of reimbursement funding per academic year.
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Eligible and Ineligible Expenses
Below you'll find a list of eligible and ineligible expenses. Please note that these lists are not exhaustive and any questions about eligibility can be directed to GSA@utoledo.edu.
Eligible Expenses
- Conference registration fees
- Hotel room rentals
- Airfare, train, or bus fare (economy)
- Local transportation (e.g. taxi, public transit)
- Parking fees
- Tolls
Ineligible Expenses
- Food
- Flight service and upgrade fees
- Membership or association dues
- Clothing and toiletries
- Parking tickets and traffic citations
- Travel insurance
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Important Note
Please choose a reasonable and cost-effective method of travel. When comparing travel options, consider the total trip cost, including transportation, parking, tolls, and other related expenses. The GSA reserves the right to reimburse based on the least expensive reasonable mode of transportation.
Frequently Asked Questions
Can't find the answer to your question? Reach out to us at GSA@utoledo.edu. We are happy to help!Ìý
Can I apply for reimbursement for a past conference?
No, you can only apply for future conferences.
My conference isn't until next semester. Can I apply now?
Yes! We recommend applying as early as possible as funds are limited.
If I have already been pre-approved for funding what do I do if I no longer need it?
Email us as soon as possible at GSA@utoledo.edu. This helps make funds available for additional students.
What if I want to submit my application but don't have exact costs yet?
No problem! Submit your application with your best estimates. You will confirm your actual costs in your post-travel application.
If I have questions about my Concur expense report or need help creating it, who can I contact?
Please contact Accounts Payable at PCardTravelSupport@utoledo.edu. The GSA does not manage the Concur process.
Can I receive funding more than once per academic year?Ìý
Yes. Students may submit multiple reimbursement applications throughout the academic year, provided they do not exceed their annual funding maximum. For example, an active GSA member with an annual reimbursement allocation of $300.00 may request $150.00 for one conference and then submit another application for up to $150 later in the year.Ìý
Presenter bonuses are separate from the annual reimbursement allocation and may be requested each time a student presents at an eligible concerence.Ìý
Please note that unused funding does not carry into the next academic year.