Reimbursements for Conferences and Research-related Activities

The GSE Student Government has allocated limited funds to reimburse Graduate School of Education students up to $175 for attending a conference and up to $250 for presenting or facilitating at a conference, classified as business reimbursements. For research reimbursements, classified as personal reimbursements, student can receive up to $300. These funds are not for student organizations to be reimbursed for out of pocket expenses for programming and events. GSESG does not issue these types of reimbursements. Please note that any and all reimbursements are done on a first come, first serve basis and are not guaranteed from year to year.

Students may receive conference funding ONCE per semester; second applications in a following semester are waitlisted until the second week of February after all first-time applications are evaluated. Please review the University’s Travel and Entertainment Policy Manual for more information. Note that GSESG policies may be stricter than that of the University.

The minimum requirement for any reimbursement is $50, not to exceed maximum reimbursement per category, business and personal respectively. Please note that applying for a reimbursement, does not guarantee that you will receive the full reimbursement amount.

  1. Reimbursements are at the discretionof the GSESG Finance/Exec Team and determined by criteria and fund availability.
    b. You assume fiscal responsibility of the total amount if you attend a conference and are not approved for a reimbursement or if you fail to submit a complete request by the deadline
    c. There will be no reimbursement decision appeals, all decisions are final.

Reimbursement Process:

  1. Submit reimbursement request
  2. Receive approval from GSESG
  3. Submit expense report via Concur or Accounts Payable
    1. Concur is used for business reimbursements and is processed by Leonor Tendido.
    2. Reimbursements are processed through accounts payable if they are personal reimbursements and are processed by Same Frenkel.

What Type of Reimbursement Are You Looking For?

Business Reimbursement University Contact

Leonor Tendido
Accounts Payable Specialist
tendido@upenn.edu 

 

Business Reimbursements are conference reimbursements that meet the following criteria:

  1. Reimbursements must be $50 and over
  2. Any conference that you attend where you are an ambassador for the University of Pennsylvania or for Penn GSE
  3. Being a Penn ambassador includes but not limited to:
    1. Attending a conference in which you are a representative of University of Pennsylvania, Penn GSE, or any of its affiliates
    2. Volunteering on behalf of the University of Pennsylvania (i.e working tables, assisting with events sponsored by the University etc.)
    3. Presenting work or research related to the work/goals of Penn GSE or the larger University
  4. Valid business reimbursements are as follows (but subject to approval by GSESG):
    1. Transportation
    2. Lodging
    3. Registration Costs
    4. Food (varies) 
  5. Non valid reimbursements are the following but not limited to:
    1. Airline club membership dues and TSA Pre-Check Program enrollment fees
    2. Air phone and in-air internet usage unless reasonable, required for business purposes, and authorized by the traveler’s School/Center
    3. Alcoholic beverages
    4. Annual fees for personal credit cards
    5. Auto repairs
    6. Babysitting/day care
    7. Barbers and hair salons
    8. Personal cell phone monthly fees
    9. Clothing or toiletry items
    10. An extensive list can be found in Penn’s Travel and Entertainment Policy Manual

Personal Reimbursement University Contact

Sam Frenkel
Assistant Director of Fiscal Operations
frenkels@upenn.edu

Personal Reimbursements are research reimbursements with the following criteria:

  1. In support of independent student research limited funds have been allocated  to reimburse GSE students for research-related expenses; reimbursement funds can be used for:
    1. materials and equipment
    2. specialized software,
    3. items and services necessary for the completion of the project
      1. Transcription services etc..
  2. Your project should represent original research
  3. These types of reimbursements are on a case by case basis and must be more than $50 not to exceed $200. Please not that you can receive up to $200, not that you will be reimbursed the full amount.
  4. Applicants are encouraged to seek other funding opportunities. For more information, see the Graduate Student Center’s webpage on Navigating the Grant: http://www.gsc.upenn.edu/navgrant/resources.php#penn