Reflecting on my application timeline got me thinking about the amount of money I sunk into PhD applications. Because I had a rather late start to the application game, I didn’t plan for the financial cost well. Learn from me and start saving!

Disclaimer: I only applied to PhD programs in the US. All amounts are in USD.

With so much focus on getting into PhD programs, the cost of actually applying is something I don’t think gets nearly enough attention. It’s expensive. If you end up applying to multiple programs or taking the GRE more than once, you can quickly find yourself out $1,000. As someone who wasn’t making a lot of money (and still doesn’t make a lot of money), $1,000 wasn’t something I could drop without batting an eye. It meant picking up extra shifts at the restaurant and making adjustments to my budget. If I planned a little bit better, I might not have had to scramble at the last minute.

So, what are the application costs you should anticipate?

1) Application Fees. This obviously depends on the number of programs you apply to, but plan on spending anywhere between $50 and $100 per application. Private schools tend to be on the higher end of that, but it’s not a hard and fast rule.

2) GRE Test(s). The GRE General Test is required by most PhD programs in the US. Some programs might also ask for a GRE Subject Test, but I did not have to take one. From my research, it seems that hard science programs are more likely to require (or highly encourage) one. The test is ridiculously expensive. The GRE General Test alone costs $205, and I ended up taking it twice.

3) GRE Test Prep Materials. This cost also varies depending on how much you decide you want to invest in prep work. There are plenty of free online resources available, so I don’t think it’s necessary to spend a lot of money, but again, it’s up to you. The only thing I would recommend is to be realistic with yourself about how much time you can dedicate to studying. If you want to buy test prep books, I’d recommend sticking with the official ETS books, and start with only 1-2 before buying more. This will save you a lot of money in the long run!

4) Sending Test Scores. This is one of those annoying expenses that you definitely shouldn’t have to pay for, but since we live in a capitalist society, here we are. I believe it costs $30 per test send*, so if you end up applying to a lot of programs, this can also quickly add up.

5) Sending Transcripts. There was only one school I applied to that required official transcripts at the time of application. Now that I’m thinking about it, I’m not 100 percent sure if I actually needed to send official transcripts, so make sure to double check. All of my other schools only asked for unofficial transcripts.

How Much I Spent

As someone who likes being transparent about money, I spent a total of $799.80 on four PhD applications. The breakdown is as follows:

1) Application Fees: $280
2) GRE Test(s): $410
3) GRE Test Prep Materials: $61.80
4) Sending Test Scores: $30*
5) Sending Transcripts: $18

Total: $799.80

These are also only the direct costs of applying to programs. Indirect costs such as paying for dinner and/or coffee when I went to study after work, Ubering/Lyfting home after studying when it was late and I didn’t want to take the bus, and giving up shifts at the restaurant to complete applications were all indirect costs as well. This doesn’t even include the mental and emotional strain that often goes into applying. I know I can’t be the only one that found this entire process incredibly taxing on my mental health, which is difficult to really quantify in a monetary form.

Tips to Decrease Application Costs

1) Be intentional about the programs you apply to. I narrowed my list significantly by only applying to programs and schools that I really wanted to go to. Like undergrad applications, I made sure I had a relatively balanced PhD program list. Unlike undergrad, I didn’t apply to 12 schools. This not only reduced cost but meant I could dedicate more time to my individual applications, which helped me in the long run.

2) Check and see if any of the schools you apply to offer application waivers. I was able to have my Brandeis application fee waived because of my AmeriCorps affiliation. When I was considering applying to UPenn, I was able to receive a fee waiver through their SP2 Alumni Referral Program. I also received a fee waiver by going up to their table at a grad school fair, speaking with their admissions rep, and putting my name down on a list. If they do not offer waivers, see if they would be willing to reduce the cost to apply. Be aware that they may ask for proof of financial need.

3) See if you qualify to take the GRE at a reduced cost. Unfortunately, I don’t think ETS ever completely waives the cost of the GRE. But you might be able to take it for around $100. Make sure you look into this earlier, because I think it takes a couple weeks to process. I almost applied for the reduction, but by the time I realized it was a possibility, it would’ve taken too long to go through, and I needed to secure my spot for the test day and time I wanted. More info on GRE fee reductions can be found here.

4) Utilize the four free score sends when you take the GRE. At the end of the GRE, you immediately see your unofficial Quantitative and Verbal scores. You can access your Analytical Writing score when you receive your official GRE scores a week or so later. Based on how you did, you can choose to send your test scores to up to four institutions at no cost to you. You don’t necessarily need to memorize each school’s code prior to the test, but having a better idea of where the scores should be sent (eg. instead of sending it to Brandeis University, I sent my scores to Heller directly). Either way, I imagine that the scores would eventually be connected to your application, but being more specific may result in a more expedited process.

If you do not want to send your scores, you don’t have to. This is, however, your only opportunity to send your GRE test scores for free so definitely consider it!

5) Reach out to your personal and professional network. See if anyone has connections or old test prep material they’d be willing to share. After I was done with my GRE prep materials, I gave them to a friend who planned on taking the test at the time, but whose program ended up waiving the GRE requirement because of COVID-19. Unsurprisingly, you’ll likely find that people are eager to get rid of their test prep materials, so put a word out that you’re looking. Just make sure nothing is too old!

6) Ask your employer about funding options. In addition to traditional benefits (healthcare, retirement, etc.) many employers offer some sort of PD benefit. In my case, my employer had some funds specifically allocated for anyone who chaired/co-chaired a committee. Since I was the co-chair of the Recruitment Committee, I had access to around $100 of PD money. While I never inquired about whether or not I could use this money for something like grad school applications, I wish I’d asked. One of my co-workers, who worked at another college access non-profit, mentioned that her employer would pay for the GRE if she wanted to take it. You never know what sort of funds your employer has available!

7) It (almost) never hurts to ask. I know that there are many reasons why asking about more affordable options feels embarrassing or intimidating. Do your best to push that aside and go for it. If you don’t ask, the answer is definitely no. You never know what people might offer!

I hope this gave you a better idea of the amount of money you should put aside for your PhD applications. While it is easy to anticipate the direct monetary costs (application fees, GRE, etc.), I’d definitely recommend having a “Miscellaneous” fund as well. Small things like buying a coffee and a snack while studying, or new pens and a notebook for planning are not necessary, but they can help make the process more enjoyable.

Let me know about your favorite tips to save money on applications in the comments. Good luck with your applications!

*My records say $30, but the ETS website says it costs $27 to send scores.

If you have feedback on anything I said, or the way I said it, please let me know. I am still learning and growing. I know that even if I had no intention of being hurtful or harmful in my writing, the impact might be different.