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STEP
TWO: Travel Authorization (for travel RAs ONLY; for purchase RAs go
on to Step Three)
Each individual
student receiving an RA for travel must complete their own Travel
Authorization (TA) form and submit it to the GSGA office BEFORE
travel. Click here for
the TA form and instructions on how to fill it out. This
may require that you submit the TA before you are approved for an RA.
If you will be receiving funds from your department or advisor as
well, please inform them that the GSGA will submit the TA form along
with receipts to the UC Accounts Payable department. Be sure to use a
single Travel Expense Report envelope in this case. See Step Three
below for details.
Please note that submitting a TA form does not guarantee
funds.
NOTE ON TRAVEL: STUDENTS ARE URGED TO UNDERTAKE TRAVEL USING THE
CHEAPEST MODE OF TRANSPORT AND PLAN THE TRIP JUDICIOUSLY TO REDUCE
COSTS. For example, driving to New York City will cost more than $500
in miles, but airfare could be cheaper. Students will not be
reimbursements for claiming miles in such a case. UNREASONABLE CLAIMS
WILL BE REJECTED. GSGA decisions in this regard are final. Similarly,
groups of students attending the same conference are strongly
encouraged to share costs of transportation and housing.
STEP
THREE: After your travel/purchase
Please follow the steps below and submit all relevant
documents to the GSGA within 14 calendar days of the end of the
research travel or purchase. Late submissions will be rejected,
and approved RA monies not claimed will therefore be forfeited. There
are NO exceptions to this rule. If you need more time, you must
contact the GSGA Treasurer before the 14 day deadline and extensions
(of no more than another 7 calendar days) will be provided based on
merit.
In the event that you use your Research Award in any way
other than what you explicitly detailed in your budget, you MUST
get WRITTEN approval from the GSGA President and include this
documentation in your reimbursement packet!
For a travel-based RA, documents
must be submitted in a Travel Expense Report (TER) A113 envelope. Click here for more details on how to
obtain and fill out a TER.
For purchase-related RA, documents
must be submitted in a Request for Payment A114 envelope.
All reimbursement envelopes
are available outside of the GSGA office, 683 Steger Student Life
Center. They must be signed by the student and any other non-GSGA
fund providers, and returned to the GSGA office with the following
documents inside:
Reimbursement Form. Available here.
Approval Letter. Please submit a
printout of the RA approval letter.
Current quarter registration proof.
This can be a class schedule, a student bill, or the quarter grade
report. For summer award, the previous spring quarter registration
proof must be submitted if not registered for summer.
Original Expense receipts.
NO EXCEPTIONS! For travel RAs, see the list of covered expenses
below.
FILL OUT ONLY ONE ENVELOPE PER TRIP/PURCHASE. IF YOU
HAVE MULTIPLE SOURCES OF FUNDING, THE FORM MUST COME TO GSGA AFTER
ALL OTHER SOURCES HAVE APPROVED AND ACCOUNT DETAILS ARE WRITTEN ON
THE ENVELOPE. GSGA WILL ALWAYS BE THE LAST TO FILL IN ACCOUNT
DETAILS.
Any deviations from the requirements will result in a
delay in processing your submission. Original receipts are required
and if a photocopy must be submitted, prior permission must be sought
from the GSGA Treasurer. Permissions may be granted based on merit.
No Receipt No Refund! Credit or Debit card statement/transaction
list MAY BE submitted to support your actual receipt but not in
themselves as proof of expense. No submission time extension will be
provided due to credit card statement delays.
Please note: if your receipts are
in a non-US dollar ($) currency, you must also provide
a printout of the appropriate exchange rate, including calculations
into the US dollar amount. You may use this website to find the
exchange rate: http://www.xe.com/
If expenses are shared between students,
contact the GSGA Treasurer to arrange for proper reimbursement
procedure.
If your research award was not travel related,
submit the documents above with receipts in an A114 envelope to the
GSGA Treasurer. Check the General Rules below and/or contact the GSGA
Treasurer if you have any questions.
For expenses related to travel, the
Research Award will cover:
a. Travel (Air/Bus/Train): E-Ticket
receipt/printout of itinerary showing travel cities, dates,
applicants' name and ticket cost must be submitted. If there are
multiple traveler names on the receipt/itinerary, the applicant must
provide proof of payment of his/her share of the travel expense. No
encumbrances will be paid.
b. Car Rental: Only the rental + applicable taxes
will be covered. Insurance and gas options will not be refunded. The
car rental agreement copy with dates of travel, name of applicant and
itemized charges must be submitted.
c. Gas Receipts: Gas receipts will be reimbursed
only if submitted along with a proof of car rental. Receipt dates
must match the rental dates.
d. Miles of travel: Miles of travel can be
claimed if air travel or car rental is not claimed. Claims must be
reasonable and cannot cost more than air travel. Travel from
Cincinnati must use UC as origin address. 55.5 cents per mile is the
current IRS/UC rate for reimbursement for the 2011 calendar year.
Please fill out the mileage log form
(MS Word). Submit TWO COPIES of the
completed log. If you are
claiming only miles for all of your trip, you must submit some other
receipt from your travel to prove that you did actually travel. Gas
receipts or any other destination city receipts are acceptable. These
proof receipts will not be reimbursed.
e. Local travel: Cab/Shuttle/Bus/Train expenses
for traveling once from destination airport to your lodging and once
back to the airport will be refunded. Transportation to/from Cincinnati/Northern
Kentucky (CVG) airport will also be covered. Please provide original
receipts of travel, even if paid with cash.
f. Lodging: Hotel/Motel room rental charges +
applicable taxes will be covered. A proper hotel receipt showing the
applicants' name and itemized charges must be submitted. The
applicant MUST be the payer in order to be reimbursed. If there are
multiple names on the receipt, individual proof of payment, like a credit
card receipt, for the applicants' share of the lodging cost must be
submitted.
STEP
FOUR: Reimbursement
Once GSGA has processed your reimbursement, it is sent
to Accounts
Payable (AP) who is then in charge of processing the
paperwork further. You may check on the status of your reimbursement
with AP at this point using your A113/A114 envelope number. Beginning
the first week of March 2010, if you are a UC employee with direct
deposit, your reimbursement will be deposited directly into your bank
account with an email confirmation of this deposit. Otherwise, if you
are not a UC employee, AP will send your reimbursement as a check to
the address you provided on the packet envelope. You may view the AP FAQs
page about travel reimbursements if you have further
questions.
GENERAL RULES:
If you did not pay for your expenses and are trying to reimburse
your advisor (or some other UC source) from the GSGA, you DO NOT need
to fill out a TER envelope. Contact the GSGA Treasurer to arrange for
this transfer. All other document requirements apply.
Make copies of all your submission materials, even the
TER envelope, and keep it for your records. You will not get these
materials back.
If everything in your reimbursement is submitted
correctly and on time, it should take about 3 weeks to process.
If a student has graduated, he/she is eligible for
reimbursement only if the last date of travel or purchase date is
within two weeks of the graduation date.
The GSGA requires that all students applying to GSGA
must also apply to their department/advisor for funding whenever
possible.
If the GSGA treasurer emails you about some problem with
your submission, it is your responsibility to fix the issue
completely within 7 calendar days of receipt of such an email.
Accounts Payable will not honor TER submissions 30 days after the end
of travel or purchase.
Please remember that using granted RA money has an
impact on how much conference travel money you can receive during the
same year. Please contact the GSGA President or Treasurer if you have
questions about this.
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