Purpose

Professional Advancement Grants (PAG) are provided to graduate and professional students at Iowa State by the Graduate and Professional Student Senate (GPSS) to help defray expenses related to conference travel.


Amount of Support

The maximum amount of a PAG award for the 2024-2025 fiscal year is $250.


New PAG System


Due to technical challenges, the University has transitioned to a new platform for the Professional Advancement Grant (PAG) application system. This change has been driven by the University’s migration to a new website platform, the implementation of the Workday system, and changes in staff. These transitions have made the previous PAG application system vulnerable to errors, necessitating a fresh start with a new application form. Here’s what you need to know about the updated process and what steps you should take to reapply:

 

Impact of the Transition 
 

This shift aims to improve transparency and allow faster resolutions for any future issues. However, during this transition period, we have encountered a few challenges that require attention:

• We can no longer access past applications, approvals, or denials.

• Any previous applications that were approved for conferences occurring in November or later are considered lost.

 

What This Means for You
 

• All Applicants are Considered First-Time Applicants: As we no longer have records of previous applications, all applicants must reapply, regardless of prior approvals or denials.

• Reapply for Upcoming Conferences: If you had an application approved for a conference occurring in November or later, you must submit a new application through the updated form.

• Approval Notification: The deadline for an application is 5:00 pm on the 15th of the month prior to the month of the conference/event. The new system is semi-automated thus automated PAG approvals for new applicant no longer will be sent. The decision for PAG applications will be made on 20th of  the month of the month prior to the month of the conference/event. Only approval emails will be sent out

• If you do not receive an email by the 20th of the month before your conference, it means you have not been awarded the PAG, even if you were previously approved for PAG under the old system or if you are a first-time applicant or returning applicant.


November 2024 Deadline


The deadline for conferences/events in November 2024 is extended to October 20th,  2024. The decision for the applicants will be given by October 25th, 2024. 
Application

  1. The application form can be found here: PAG Application  
  2. Check out your eligibility here: PAG Eligibility  
  3. Documentation of registration is required at the time of application.
              1. You do not need to submit documentation in the application, only by request.
  4. Incomplete, late, or duplicate applications will not be considered for funding.
  5. The user is responsible for entering information correctly, and on-time. 
  6. The deadline for an application is 5:00 pm on the 15th of the month prior to the month of the conference/event. There is no limit to how early an individual may submit an application.
  7. Only approval notification will be sent out. If you don't receive a approval email before 20th of the month prior to the month of the conference/event you didn't receive PAG
     

Receiving PAG Funds

  1. An applicant who has never received a PAG before has priority, and will receive a decision as long as there are funds available. 
  2. After approval of the first time  applicant on first come first serve policy remaining funds will be allocated to returning PAG applicants on irst come first serve policy.
  3. A student will NEVER receive PAG funds upfront, they will only be disbursed as a reimbursement for actual expenses occurred.
  4. The Graduate College manages the PAG account, and verifies all withdrawal requests.

 

 

 

Travel Reimbursement

  1. A student MAY file for their PAG by themselves now through Workday. The associated worktag is PG102496 ("program" line of the expense report). Instructions for Workday can be found here
  2. Dispersal of funds will conform to ISU policies.
  3. Reimbursements must be completed within 1 month from the last date of travel.
  4. Reimbursements will only be approved for actual expenses incurred.
  5. All lodging receipts and all receipts for items $75 or greater must be retained in the traveler's academic department. The Graduate College will not be responsible for the retention of traveler's receipts.
     

You can submit your receipts, travel business purpose, and worktag PG102496 for up to $250 plus any other worktag that might be covering additional expenses to finance_delivery@iastate.edu. 

If for some reason you are having challenges with accessing this via Workday please contact finance_delivery@iastate.edu.

 

 

Travel Cancellation

  1. If a student is funded to attend a conference and does not attend, the student must notify the Senate Information Officer in writing (gpsssio@iastate.edu) to cancel their PAG for that conference no later than 2 weeks after the conference.
  2. Students who do not follow the procedure to cancel will not be allowed to apply for an additional PAG within the same fiscal year.
  3. Funds awarded for travel to one conference cannot be transferred to another.


Please email gpsssio@iastate.edu and gpssexec@iastate.edu if you have questions or concerns not addressed in the FAQ section, or have specific questions about your application.