Forms & Instructions



The RAP provides travel grants to graduate students presenting at scholarly conferences and/or workshops, thus advancing their respective careers. Each graduate student may be reimbursed up to $500.00 each fiscal year. Reimbursement for lodging costs at conferences in the 5 boroughs of New York City or on Long Island will not be given; transportation costs will be reimbursed using gas receipts if a student drives to the conference city.

Find more information on RAP: here


Professional Development Fund

Professional Development Funds (PDF) are awarded for a variety of professional development projects or activities to assist graduate students to develop their full professional potential or to prepare for advancement.

  • Cover one project or activity for the period July 1, 2018 to June 30, 2019 (Application deadline: June 30, 2019);

  • Provide an individual award of up to $300 for each period, subject to the Professional Development Fund Guidelines and the New York State Comptroller's Rules and Regulations and limitations contained therein.

Find more information on PDF: here


Distinguished Travel Award

The Distinguished Travel Award (DTA) is a special line of funding designated to support graduate students who present their work at prestigious conferences, performances and professional meetings that will contribute to and build the national and international reputation of their department and the University. It is a recognition of the applicant's outstanding scholarship and the impact of their work both within their field and academia.

The Distinguished Travel Award was founded in 2011 and is co-funded by the Stony Brook Graduate School and the Graduate tudent Organization. Students may receive this award only once during their academic careers at Stony Brook University. Award recipients will be reimbursed after their conference/performance, as per the RAP funding guidelines. Award amounts may not exceed $1,500.

Find more information on DTA: here



This payment will be provided to support the scholarly activities offered to the graduate student population of Stony Brook University. Funding for food purchases in any given event must not exceed $350.00 plus 150 for each additional day. All funding from this line must be approved by the GSO Budget Committee. The annual cap for Speaker Series funding is $1,200.

Instructions to prepare budget proposal

Additional form: Event Report

Additional form: Reimbursement Application

Find more information on speaker series: here

download (9).jpeg


This payment will be provided to support events aimed at enhancing the graduate student experience at Stony Brook University. Funding for food purchases in any given event must not exceed $350.00 plus 150 for each additional day. All funding from this line must be approved by the GSO Budget Committee. The annual cap for General Cultural and Social Event Funding is $1,200. 

Note: the GSO cannot reimburse costs for alcohol or gift cards. For service reimbursement, GSO will issue a check to the service provider (do not pay cash to the service provider).

Instructions to prepare budget proposal

Additional form: Event Report

Additional form: Reimbursement Application

Find more information on cultural events: here

download (8).jpeg


This payment will be provided to graduate student clubs and organizations recognized by the SBU Student Union and the GSO, based upon the number of graduate students in the club or organization. Student signatures will be required.

The guidelines for the amount of allocation are as follows:

  • 4–50 Graduate Students = $300

  • 51–199 Graduate Students = $500

  • 200+ Graduate Students = $800

Contact Melissa (the Associate Director for Student Involvement and Leadership):at for club registration with the University.

Find Clubs&Orgs registration and event space booking details: here

Find more information on Clubs&Orgs: here

mk7fn3dk-1393203038_opt (2).jpg

Inter-University Doctoral Consortium

Graduate students enrolled in courses at IUDC universities can quality for a reimbursement of some expenses incurred in traveling to class. The maximum amount for reimbursement is to be decided by the Budget Committee based on the number of applications, and may not exceed 50% of the total cost incurred.

brookhaven_2 (1).jpg

Cold Spring Harbor and Brookhaven National Lab Travel

Commuters to Cold Spring Harbor Laboratory and Brookhaven National Laboratory will be reimbursed for 50% of the total costs incurred for their travel using public transportation (such as LIRR or bus services).


Seminar/Workshop Travel

Graduate students attending an academic workshop or seminar in New York City can qualify for a reimbursement of travel costs. Reimbursement is limited to 4 times per semester, with the maximum amount equal to the cost of a pre-board round-trip peak ticket from Stony Brook to Penn Station.


Internship Travel Reimbursement

Funding in this line will be used towards subsidizing travel for students attending internships or clinical rotations related to their program of study. Students can be reimbursed for up to 50% of the total costs incurred for their travel to and from the location of their internship. The total amount of discount will be determined by the Treasurer based on the number of requests and the total amount in the line, but not to exceed 50% of the student's cost.

Fall application deadline: December 15, 2018 (for internship travel incurred between July 1, 2018 and December 15, 2018)
Spring application deadline: June 15, 2019 (for internship travel incurred between December 16, 2018 and June 15, 2019)


Recreation - Fitness

Students may apply for partial reimbursements for fitness classes and memberships (including gym memberships, yoga and dance studios, etc.).  Students can receive 30% of their cost reimbursed, up to $75.  Eligibility for fitness-related reimbursements will be determined by the GSO Treasurer.  For 2018-2019, the Recreation line for Fitness has been allocated $7,000. 


Recreation - Cultural Events

(NOTE: This budget is currently depleted; students can submit applications after June 1st, 2019, when the new fiscal year begins)

Students may be reimbursed up to $100 (per fiscal year) for artistic and cultural events including, but not limited to, plays, musicals, dance performances, art museums, Staller Center Events, concerts, etc. The GSO Treasurer will determine eligibility in all cases. The GSO fiscal year is from July 1 to June 30 and all reimbursements should be submitted and processed within that time frame. Funding is distributed on a first-come, first-serve basis and is not guaranteed. Additionally, access to GSO reimbursements is contingent upon having an active GSO Senator in your department. For 2018-19, the Recreation line for Cultural Events has been allocated $10,000.


Graduate Student Emergency Loan Fund (GSELF)

This fund offers an interest free, short-term loan to a Graduate Student who has undergone a financial emergency. 

SBU hospital.jpg

Departmental Allocation

This category is provided to departments to enhance the sense of community within This category is provided to departments to enhance the sense of community within each department. Each graduate department may use their allocation for whatever purposes their graduate students as a whole may decide, provided that benefits of these funds are available to all members of the department. Members that exist at two or more campuses may only count towards the total membership of one location. An application for departmental allocation includes:

i. A completed GSO Departmental Allocation Form containing signatures from 30% of the total graduate population of the department or 50 students from the department, whichever is less. The form should list the name and ID number of the graduate student designee from the department to oversee the distribution and expenditures of the funds. Departments are required to submit a proposal for the total amount of funds requested prior to disbursement in the current fiscal year in order reserve funds. The proposal should include a brief description of the purpose of the funds, budget estimate, and a completed signature form.

ii. Verification of the number of full-time and part-time graduate students in the department from the Graduate Program Director or the Graduate Program Coordinator.

Note: Funds are directly tied to a department’s senator’s attendance at GSO Senate meetings. Only active departments can receive departmental allocation funds. Departments can receive up to $800 per fiscal year.