Student Research Grants Competition

Applications for the SRGC will be posted and considered on a quarterly basis. Review the deadlines carefully. SRGC funding eligibility is determined strictly by the posted start dates for each cycle.

Because demand for SRGC funding significantly exceeds the funds available, maintaining consistency and fairness in how deadlines are applied is essential. We hold to the same standards for everyone to avoid inequitable exceptions, meaning we cannot accept late applications.

Please note: you do not need to be accepted to present your research at a conference to apply for SRGC funding. You must only provide proof of application to present your research at the time of SRGC application. We will ask for proof of acceptance later in the process if you do not have it when you apply.

Awards are granted in $600 or $1,500 amounts depending on the total expenses listed in the application. These award levels cannot be adjusted and any costs above the award level will not be covered. Award levels cannot be adjusted because they are set by the sponsor of the competition.

Funding is limited, and each cycle there will be more applications than we can fund, so you should also apply for funding elsewhere that will help cover your travel costs. Students should pursue funding from other sources as well as applying for an SRGC award.

Yes. SRGC funds cannot cover costs that are not booked in accordance with the university’s travel policies. Applicants can find helpful information on travel policy at the Division of Business Services Travel Planning and Booking webpage as well as more detailed policy descriptions in the Universities of Wisconsin travel policy.

You can submit applications for both a Research Travel Award and Conference Presentation Funds, however, each eligible student can only accept one SRGC award in the fiscal year (July 1 – June 30). If you apply for both and are offered both, you must only accept one and decline the other.

Yes, absolutely! Proof of submission to present your research at a conference is the only documentation required at the time of application. You will be asked to provide documentation of presentation acceptance as part of your post-travel report.

Presentations at virtual conferences are not considered for Conference Presentation Awards.

Students are not required to submit receipts to receive their award. However, please keep your itemized receipts and records of your travel expenses, as the Graduate School may audit awardees.

Yes. You may use the award to pay for mileage and parking expenses incurred during travel if you are driving a privately owned vehicle. You will need to include documentation indicating mileage as part of your application. The use of a rental vehicle is acceptable when it is the most cost-effective means of transportation available. Please visit the Division of Business Services website for more information on using a vehicle during travel to help choose the best vehicle option.

We require students to submit a post-travel report in the form of a post-acceptance questionnaire in WiSH describing how your travel assisted your research and/or professional development. For conference travel awardees, you will be asked to provide documentation of presentation acceptance as part of your post-travel report.

This depends on the nature of the changes. Minor changes to travel dates and/or length of stay are normally acceptable, provided the travel still begins within the cycle. However, the award may not be used for traveling to research sites or conferences other than what was proposed in the application and approved unless an arrangement is made with the Graduate School. If there is a significant discrepancy between the estimated budget and the final budget, you must provide a statement or explanation with your finalized budget. If your travel plans change, please email srgc@grad.wisc.edu for assistance.

Payments to domestic students and international students considered resident aliens for tax purposes must be paid through the Bursar’s Office.

International students with non-resident alien status for tax purposes must be paid through payroll. If you receive an SRGC award, you may need to submit additional documentation before you can receive the funding. The process you will need to follow will be based on whether you have already held an appointment at UW–Madison.

• If you have not held any appointment, the Graduate School Payroll Coordinator will send you a letter requesting a W-4 form and a direct deposit form before your information is forwarded to the UW–Madison HR Office.
• If you have already held an appointment, the Glacier system through the UW–Madison HR Office will follow up with you to determine if you need to submit additional documentation.

Domestic students and international students with resident alien status for tax purposes will receive payment two to six weeks after accepting the award. International students with non-resident alien status for tax purposes will receive payment within three to eight weeks.

Note: Due to legal requirements, international students considered to be non-resident aliens for tax purposes may have taxes taken out of their award (see “Am I required to pay tax on the award?” below).

Awards are classified as scholarships and not reimbursements. As such there is no funding string associated with the award. The funds are paid directly to the student either through the Bursar’s Office or Workday, depending on their status.

No. Awards will only be issued in your name. You are responsible for making arrangements with your program staff or any other parties if they make travel arrangements on your behalf.

Domestic students and international students with resident alien status for tax purposes will receive the full amount of the award and are advised to consult with a tax expert for tax-related questions. International students with non-resident alien status for tax purposes may have tax deducted from their award, depending on the treaty between the U.S. and their home country. UW–Madison’s Accounting Services has additional information on federal and state tax reporting and payments to individuals (especially see section A on “Scholarships and Fellowships”).

You can still receive the award if you applied and the travel took place during the time when you were still enrolled at UW–Madison. However, if you graduate before receiving your funding, you must ensure your mailing address is up to date in your Student Center as funds may be sent by check.

If you have questions after reading this webpage, please contact srgc@grad.wisc.edu.