2025-26

Individual Graduate Grant

Reimbursement Request Form


Summer 2025 Grant Reimbursement Deadlines

Graduating Students: July 20

All other students: August 5



**PLEASE HAVE ALL REQUIRED DOCUMENTATION in PDF or JPG FORMAT BEFORE YOU BEGIN COMPLETING THIS FORM **


This form is for students submitting a request for reimbursement payments related to the following individual grant programs:

  • GAPSA Professional Council Travel Grants
  • GAPSA Research Council Travel Grants
  • GAPSA President Gutman Leadership Award Grants
  • GSESG Travel & Research Grants
  • Fontaine Society Travel/Research Grants
  • Nursing DSO Student Grants
  • SASGov Research Grants


Requests for GAPSA-funded student group activities should use the 2025-26 Graduate Student Activities Payment Request Form.



IMPORTANT Please add the following addresses to your email contacts and be sure to check your junk folder for important email notifications and alerts related to your request:

  • automation@app.smartsheet.com
  • UPenn@sciquest@sciquest.com


_______________________________________



GRANT PAYMENT PROCESS


All grant funds are disbursed through the Penn Marketplace. In order to receive your grant, you must be registered as a payee in the Penn Marketplace by an authorized financial administrator. Please do NOT attempt to self-register!


  • If you are already registered in the Penn Marketplace as a payee, please log into your profile (click here) and complete the following steps before submitting this form:
  • Confirm that 1) your profile and payment (remit) details are current and 2) your payee status is active. Expired or incomplete information may delay payment or result in a physical check sent to the address on file.



  • Find your Penn Marketplace Supplier Number, which you will enter in the form below. The Supplier Number is a a unique 6-digit number assigned to each student payee that is displayed under your name in the left side column of the Penn Marketplace portal.


  • If you are not yet registered, the Graduate Grants office will request a registration for you. Do not attempt to register yourself.
  • We will contact you with additional details after you submit this form.



Grants are processed on a rolling basis. Grant processing times and disbursements will vary by person and program.


**UPDATE** Due to GAPSA awarding far greater than the approved and expected number of grants for the Spring 2025 cycle, students are likely to experience delays as awards are processed. We appreciate your patience as staff are working hard to meet this unexpected demand during the busy end of year period. Please do NOT email for updates prior to May 15, as it will only further slow down grant processing times.

 

**ALERT**

Due to GAPSA awarding greater than the authorized and agreed-upon number approved grants for this Spring cycle, students are likely to experience delays as awards are processed. We appreciate your patience as staff are working hard to meet this unexpected demand during the busy end of year period.

 

Student Requester Information

 
 
 

If you have any questions, please refer to the following website. https://lgbtc.vpul.upenn.edu/Pronouns/

 
 

Larger, 8-digit number on the front of your PennCard

 
 
 
 

Grant Information

 

Please indicate the type of grant you received

 

This is the unique identifier included in your award acceptance confirmation -- please do NOT enter the amount of the award. Please do not submit for reimbursement until you have received this information.


e.g.,

GAPSA-PC-Summer2025-#####

GSE-SG-Fall2025-#####

Fontaine-Summer25-#####

 

Please enter the maximum award amount indicated in your award notification. Award funds are granted up to the amount specified in your award letter on the basis of documented, eligible expenses submitted through this form.


Numbers only, no symbols.

 

Please remember: You must provide detailed final receipts and/or invoices documenting all expenses for which you are requesting reimbursement.

 
 

Reimbursement Details

 

Please select the type(s) of documented expenses for which you are seeking reimbursement through this grant/award. Requests are limited to expenses explicitly covered by your original application and award notification.

 

Please indicate if you are seeking reimbursement for any costs related to travel by selecting the appropriate choice below.

 
 

Documentation Upload

 

** Your request will not be processed until we receive all requirement documentation of your award and the expenses for which you are requesting reimbursement.**


Required documentation includes:


  • Grant Award Letter: This should be a PDF or screenshot of the complete, official award letter or email notification. All award details must be included in the PDF or image.


  • Detailed, itemized final receipts/invoices for all covered expenses in PDF or JPG form only. Must include itemized list of charges or costs, date of purchase, payment type or form (e.g., card, cash, etc.), and name of purchaser.  -   **Please note: Reservation confirmations and partial receipts without all required information will NOT not be accepted as proof of payment.


Failure to include ALL required documentation may lead to your request being delayed or denied

Drop your files here
 

Please note: uploading files with excessively lengthy file names or file sizes may produce an error.

 
 

Payment Information

 

Have you previously / are you currently registered in the Penn Marketplace?

 
 

Please provide any additional information or notes that you think will be useful or needed in processing your request.

 
 
 

Before you submit

Please add the following addresses to your email contacts and be sure to check your junk folder for important email notifications and alerts related to your request:


  • automation@app.smartsheet.com
  • UPenn@sciquest@sciquest.com



We strongly encourage you to select the box below to receive a copy of your submitted response. You will NOT receive a separate email confirmation with your submitted information unless you select this box.


Please click the "submit" button when you are ready to submit your request.