New Requirements - Read Carefully!!!                      

Applications must be submitted 30 days in advance                        

Application Packet MUST include the following:  The GSA will NOT hold incomplete applications!

• Grant Application  - Complete every section thoroughly and sign.  (Please note that it is no longer a requirement to attend a graduate grant meeting, as stated on page two of the application.)
• Personal Statement of Benefit
  • Fully describe how participation in the conference will benefit you academically and/or professionally.
• Abstract - If you are presenting at a conference or performing research, this document will be required.
• Letter from Your Faculty Advisor or Major Professor on departmental letterhead
  • Indicates approval and support of your participation and in what they deem to be a worthy event.
   
• Proof of Participation - Documentation from the conference for which funding is requested.
  • Presenting - Applicant must submit confirmation of presenting and registration. (i.e. letter of acceptance from the organization sponsoring the conference, email stating applicants name as a presenter, conference program with applicants name, etc...)
  • Attending - If the applicant is attending the conference but not presenting a paper or poster, please include the conference program.  Proof of registration MUST be provided either before or after returning from the conference. (Please note that a hand-written receipt might NOT be accepted by the Office of the Controller.  To ensure reimbursement, we recommend utilizing a credit card or check.)
• Printout from the conference website - we ask that you print off the first page or two of the conference's  website. This is a supporting document that will further legitimize your request for funding, by detailing the intent of the conference as a whole.
• Hardcopy Estimates - your flight itinerary must indicate the Ticket #.  We cannot process your application for reimbursement without that information.

It is recommended by the University that you utilize the official university travel agency; however, if you are able to secure more inexpensive means of travel, that will be considered.  

Upon Return: No Later that 15 business days after the last day of travel

• Boarding Pass - If traveling by air, this document MUST be submitted upon return.
• Original receipts - All receipts must be in your own name and clearly state the method of payment; otherwise, they will not be eligible for reimbursement. (Ex. If you are sharing a hotel room, be sure to have the hotel create separate receipts.)
• Travel Reimbursement Voucher - If your application is approved, this document will be emailed to you.

What Misc. Expenses Can Be Reimbursed:

• Map Mileage Claimed - A traveler is authorized to be reimbursed $0.445 per mile.  A record of miles traveled must be accurately maintained and shown on the travel voucher form.  Mileage will only be reimbursed if you utilize your own vehicle.
• Gas - If you rent a car, we will reimburse for gas expenses. Receipts must be provided.
• Taxi Fares and Shuttle Service - Please provide receipts.

If you require further clarification please refer to the Office of the Controller's website, click here.

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