As of August 22, 2011
The GSA Travel Reimbursement Program Has Changed
Note: Minor Updates were made on January 4, 2012 & February 28, 2012
What is the GSA Travel Reimbursement Program?
- The GSA travel
reimbursement program is designed to provide PARTIAL financial support
to UT Graduate Students who travel and attend conference/symposium.
Am I eligible for the GSA Travel Reimbursement Program?
- A new policy of GSA is that your college must be represented in the GSA general assembly for students of that college to be eligible for travel reimbursement.
- This semester (Fall 2011) will be used as a buffer semester to implement those changes, and this rule will go in effect next semester (Spring 2012).
- See if your college is currently represented (Click Here)
How much money could I be eligible for?
Students are eligible for reimbursement totaling an amount of money per academic year.
- This academic year includes: August 22, 2011-August 17, 2012.
- The total amount of reimbursement students are eligible for is based on the activity of that individual in GSA:
- $300 per year for an active member
- $150 per year for a non-active member
*Important Note: Get involved early and plan ahead!!! Active vs. Non-active membership will be determined upon submission of the UT Employee Travel and Reimbursement Form after the return from your trip. Active vs. Non-active membership is individualized so each student is evaluated for activity. No exceptions will be made.
How do I become an active member? To become an active member there are 2 different options: - Attend 2 GSA Sponsored Functions. These include:
- Monthly General Assembly Meetings (Click Here)
- GSA Events (Click Here)
- You must sign the Sign-In Sheet at each meeting or event to get credit so we know whom was actually there.
- Volunteer at the Midwest Graduate Research Symposium (MGRS):
- Information on the MGRS (Click Here)
- To volunteer: Contact the MGRS volunteers coordinator (Click Here)
*Important Note: Again, active vs. non-active membership is individualized and will be determined on submission of the UT Employee Travel and Reimbursement Form after the return from your trip. No exceptions will be made.
Active vs. Non-active member status is assessed per semester. The cycles of the status are outlined below:- Fall: August 22, 2011-December 31,2011
- "Winter": November 15, 2011- January 17, 2012 (63 Days)
- Spring: January 1, 2012-May 6, 2012
- Summer: May 7, 2012-August 19,2012
*Important Note: To better accommodate people going to conferences at the start of the spring semester the general assembly has added a "Winter Semester" where all event and meetings from November 15, 2011- January 17, 2012 can be used to gain active status within that time period. This does not impact the other semesters. All events in the Fall and Spring semester still count for their respective time period. What types of things can I get reimbursed for?- Conference/seminar/symposium registration
- Travel expenses including:
- Airfare
- Cab Fare
- Mileage (gas receipts must be submitted along with the mileage report. Even
though the gas receipts aren’t reimbursable, they will verify that the
student actually attended if they are only requesting reimbursement for
mileage)
- Food/drink expenses while at the conference
- Networking opportunities are not reimbursable.
- Alcohol will NOT be reimbursable
*Important Note: Gas receipts must be submitted along with the mileage report. Even
though the gas receipts aren’t reimbursable, they will verify that the
student actually attended if they are only requesting reimbursement for
mileage. Gas/fuel receipts are no longer accepted and reimbursed on Employee Travel and Reimbursement Forms. What is allowed is mileage. Students will need to
include with their receipts a printout, from Rand McNally’s website (Click Here), stating the
mileage from their local address to their destination along with their fuel/gas
receipt. This sounds great! How do I Apply?1) Before you go on your trip:- Fill out the online GSA travel reimbursement application (Click Here)
- You will receive an email confirming your application was successfully submitted.
- You will receive a second email confirming that you have been pre-qualified for travel
reimbursement money.
- Being pre-qualified for travel
reimbursement money does not guarantee that your trip will be reimbursed. "Pre-qualified" simply informs you of the total amount you are able to request.
- At this point no further action is needed before your trip.
2) After you return from your trip:- Within 2 weeks of your trip:
- Fill out the university Employee Travel and Reimbursement Form (Click Here)
- The entire top portion of the IRR must be filled out, otherwise the request is denied.
- A guide to help you properly fill out this form can be found at the bottom of the page as an attachment .
- Compile all other required documents which are:
- Original itemized receipts, containing your first and last name, for any expenses that you seek reimbursement.**
- Conference acceptance letter.
- A copy of your abstract if presenting.
- A copy of the Conference Program. **
- Submit the completed Employee Travel and Reimbursement Form and other required documents to the GSA office (Click Here) or directly to Walter Anderson.
- DO NOT: use inter-office/university mail. There have been multiple issues with lost applications.
- Congratulations! At this point no further action is needed. Further Details of the process can be found below in Other Information.
**Important Note: All receipts must have the companies name and address located on it. If multiple people are paying for a single item (i.e. Hotel Room) ask for split billing. If split billing is not available, make sure each person's name (first and last) is on the original receipt. The conference program must contain the: 1) Logo of the Conference, 2) Dates the Conference was held, 3) Where the Conference was held. If submitting multiple receipts for reimbursement they need to be
numbered, along with the corresponding number on the Employee Travel and Reimbursement Form.
Other Information:- If found "double dipping" (defined as asking for reimbursement money for the same exact item from 2 different sources) that graduate student will be banned from the GSA travel reimbursement program for their remaining tenure as a student at UT.
- If found guilty of double dipping and sanctions are imposed the decision is final.
- Example: An example would be a student asking for a $50.00 reimbursement from GSA and from their department for one $50.00 expense. This would result in the student receiving $100.00 for one $50.00 expense. This is clear abuse of the system and absolutely will not be tolerated.
- The travel reimbursement program is a privilege not a right.
- GSA has the right to decline funding in the case of a student failing to adhere to the travel reimbursement procedure.
- Students will have 1 chance to resubmit an improper application. If the resubmission also fails to adhere to the travel reimbursement procedure the application will be denied.
- Applications will not be
returned to you once submitted, so please make your own copies.
- GSA will
send out a confirmation email upon receiving your final application package, submitted after your trip.
Your application will be reviewed within 14 days by the Travel Reimbursement Committee
for approval. You will be contacted via email once the decision has been made.
- If
eligible, GSA may list your name and major on the website for fairness
and transparency purpose.
- Due to the growing popularity of the travel reimbursement program funding may become tight. GSA reserves the right to imposing a hierarchy for applicant selection criteria. This hierarchy will be based on GSA funding availability, Conference attendance status (presenter or visitor), or GSA membership level
Questions:
If you have any questions about the application process or the status of your application, please feel free to contact Monica McKnight via email or phone. Monica's contact information can be found by clicking Here |
Ċ ď Graduate Student Association, Sep 8, 2011 8:47 AM
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