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STEP ONE (Before the travel)
Each individual
student 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. 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 TWO (After
the travel)
Please follow
the steps below and submit all relevant documents to the GSGA office
within 14 calendar days of the end of the conference. Late
submissions will be rejected. If you need more time, you must contact
the GSGA before the 14 day deadline and extensions
(no more than another 7 calendar days) may be provided.
1. TER(A113) Envelope. Signed and dated UC Travel Expense
Report (TER) envelope. Click
here for more details on how to obtain and fill out a TER. ONLY ONE TER(A113) PER
TRIP. IF YOU HAVE MULTIPLE SOURCES OF FUNDING, THE FORM MUST
COME TO GSGA AFTER ALL OTHER SOURCES HAVE APPROVED AND ENTERED
ACCOUNT DETAILS ONTO THE TER. If, however, you are using or applying for Taft
funding on your trip, please submit your paperwork first to GSGA. The Treasurer
will then submit the paperwork to Taft. These envelopes are available outside
of the GSGA office, 683 Steger Student Life Center. Also, be sure to
include your M-number.
2.
Award
Application.
Submit a properly completed and signed PRESENTER CTA Application
(PDF). Hand written forms will be penalized 10% of the total award
amount. Make sure that you list the correct “GSGA Member Group” name.
To find the most up-to-date list of GSGA Member Groups, please click here.
Please note: you cannot sign your own application as a GSA
"officer"; Please have another officer sign for you.
3. Submit
current quarter registration proof. This can be:
Class schedule OR
Student bill OR
Quarter grade report
For summer travel, the previous spring quarter registration
proof must be submitted if not registered for summer.
4. Proof of conference presentation. You may submit a copy of your email
confirmation of acceptance. Please make sure that your name and the conference
name are on the document and are explicitly highlighted.
5.
Proof of having traveled to the conference city. In the event that your receipts do not prove that
you traveled to the conference city, you must provide an original
expense receipt as proof. Examples of proof of having traveled
include (but are not limited to): plane ticket stubs, gas receipts,
food/personal item receipts, hotel statements, etc. If you have
questions, please contact the GSGA Treasurer.
6.
Original Expense receipts. Only
the expenses below will be refunded.
NO EXCEPTIONS
!
Appropriate proof of expense - as detailed in each
category - must submitted. Any deviations from the requirements below
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. A credit or debit card statement MAY BE submitted to support your actual
receipt, but not as the sole proof of expense.
GSGA does not
reimburse for food.
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.
a.
Travel to conference venue city (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 such as baggage fees will be paid.
b.
Car Rental - Only the rental + applicable taxes will be covered.
Insurance, gas options, or other fees 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 car rental. Receipt dates must match the rental dates.
d. Local travel: Cab/Shuttle/Bus/Train expenses for traveling once from
destination airport to venue/hotel 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.
e.
Miles of travel : Miles of travel can be claimed if air travel or car
rental is not claimed. Claims must be reasonable and cannot be
costlier 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 as of July 1, 2011. Please fill out the mileage log form
(MS Word). Submit TWO COPIES of the completed log. If you are claiming only miles for
all 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.
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.
g. Conference
Fees: Conference registration and/or abstract submission
fees can be reimbursed. However the total amount reimbursed must not
include any membership dues or non-essential services. Proper receipt
from the organizers for the fee must be submitted. The receipt must
show the applicants' name and a breakdown of the charges, if
available.
STEP THREE (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 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 A113 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.
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