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NON-PRESENTER
Conference Travel Award (CTA)
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This award is
for students who wish to attend a conference or research related
workshops etc. The award money is up to $100 for every such event.
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A student must
satisfy all the following criteria to be eligible.
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Must be a
degree seeking graduate student with at least 12 credit hours
earned.
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Must be
registered for at least one credit hour every quarter (Except
Summer). .
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Must be a
member of a properly registered and active GSA group.
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Must obtain
a letter of support for the travel from the student's department
chair or research advisor.
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STEP ONE (Before the travel)
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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.
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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.
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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.
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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 NON-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.
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3. Submit Current quarter registration proof.
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Class schedule OR
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Student Bill OR
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Quarter grade report
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For summer
travel, the previous spring quarter registration proof must be
submitted if not registered for summer.
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4. Letter of support. Please
submit a letter of support from your advisor justifying the need
for attending this conference. The letter MUST be on UC letterhead
and must specify the conference name, location and dates.
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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. Submit Original Expense receipts. Only the expenses below
will be refunded. NO EXCEPTIONS !
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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 as the
sole proof of expense.
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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/
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If expenses
are shared between students, contact the GSGA treasurer to arrange for
proper reimbursement procedure.
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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.
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b. Car Rental - Only the
rental + applicable taxes will be covered. Insurance, gas options,
and 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 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 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 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.
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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
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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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Make copies
of all your submission materials, even the TER, and keep it for
your records.
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If
everything in your reimbursement is submitted correctly and on
time, it should take about 3 weeks to process.
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If a student
has graduated, he/she is eligible for reimbursement only if the
conference is within two weeks of the the graduation date.
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The GSGA
requires that all students applying to GSGA must also apply to
their department/advisor for funding whenever possible.
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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. UC Accounts Payable will not
honor TER submissions 30 days after the end of travel.
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