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STEP TWO:
Travel Authorization (for travel RAs ONLY; for purchase
RAs go on to Step Three)
This step applies only to those who applied
for a travel related RA. Once you have received an
approval email from the GSGA, please complete a Travel Authorization
(TA) form (PDF) and submit it to the GSGA office
before you travel. If you will be receiving
funds for your trip 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 department. Be
sure to use a single Travel Expense Report in this case.
See Step Three below for details.
Please note that submitting a TA form does
not guarantee funds. You need to follow Step Three below
to receive funds after your travel.
STUDENTS ARE URGED TO UNDERTAKE TRAVEL
USING THE CHEAPEST MODE OF TRANSPORT AND PLAN THEIR 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 REIMBURSED FOR
MILES IN SUCH A CASE. OBTAIN RECEIPTS FOR ALL
TRANSACTIONS. UNREASONABLE CLAIMS WILL BE REJECTED. IF IN
DOUBT, CHECK WITH THE GSGA TREASURER BEFORE TRAVELING.
STEP THREE: Reimbursement
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
Vice-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. Both envelopes are available
outside the GSGA office. Your envelope
must be signed and dated.
All reimbursement envelopes
are available outside of the GSGA office, 683 Steger
Student Life Center. They
must be returned to the GSGA office with the following documents
inside:
Approval Email.
Please submit a printout of the RA approval email.
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.
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 cents per mile is the current IRS/UC
rate for reimbursement. 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 venue/hotel and once back to
the airport will be refunded. 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.
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 submission is fine,
you should receive your reimbursement check via mail to
the postal address or UC mail location provided on the TER
in 3 weeks.
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. The UC Accounts department will not
honor TER submissions 30 days after the end of travel.
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 Vice-President if you have
questions about this.
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