GPSG Travel Funding

NOTE: GPSG is funded by your Student Activity Fees. As a result, these funds are used to fund student activities that will benefit graduate students and the greater UNC Charlotte community.

ALWAYS MAKE COPIES OF ALL FORMS AND RECEIPTS AND KEEP THEM FOR YOUR RECORDS.

Occasionally, materials do get lost in transit. Unfortunately, GPSG is unable to reimburse any costs for which we do not have copies of the appropriate forms and receipts. Keeping extra copies is for your own protection.


Graduate Student Travel

GPSG sets aside a certain amount of its funding each year to help Graduate Students travel to academic and professional conferences that benefit their education while positively representing UNC Charlotte at these events. Travel from June 1st until May 31st will be approved during the current fiscal year.

Eligibility

1. You must be a graduate student enrolled at UNC Charlotte;

2. Your conference/symposium must be eligible for GPSG travel funding;

3. You must apply within the correct application window;

4. Your Advisor or Graduate Coordinator or Department Chair must approve your travel to the conference/symposium. His/Her approval will be asked through the online form;

5. If you were awarded travel funds from the GPSG earlier in the current fiscal year (from June 1st until now), the total of these GPSG awards must not exceed your annual maximum.

Frequently Asked Questions

1. Who can apply for Travel Funding?

Any currently enrolled graduate student of UNC Charlotte can apply to get money to help with the cost of attending or presenting at one (or more) conference(s). You must be a currently enrolled student at the time of travel. 

2. Conferences/Symposia eligible for Travel Funding

  • Any academic and/or professional conference that would benefit your graduate education.
    The GPSG does not provide funding for classes such as study/training sessions for professional exams or continuing education workshops.

     
  • Proof of registration/acceptance to the conference/symposium?

You do not need to provide proof of registration or acceptance (in case of a paper or poster presentation) to the conference/symposium in order to apply for Travel Funding.

However, your application must be approved by your Advisor or Graduate Coordinator or Department Chair by the end date of the Application window. He/She will be able to determine whether or not the conference/symposium you are interested in attending will benefit your graduate education. Failure to get approval from your Advisor or Graduate Coordinator or Department Chair will result in denial of Travel Funding.

 

3. How to apply for Travel Funding?

One academic year consists of 3 separate application windows open for 2 weeks each. It is not possible to apply for travel funding outside these application windows. Each application window only accepts submissions for conferences that take place within a particular period of time. If you want to know in which application window you need to apply, look-up which date is the first day your conference/symposium starts and use the information below: to know which application window corresponds to your conference/symposium.

Fall conferences/symposia:
If the first day of your conference/symposium falls within October 1st and December 31st:

  • Application window: from August 15th until August 31st.
  • Notification of Approval/Denial of travel funds: September 10th.

Spring conferences/symposia:
If the first day of your conference/symposium falls within January 1st and May 31st:

  • Application window: from November 1st until November 15th.
  • Notification of Approval/Denial of travel funds: December 1st.

Summer conferences/symposia:
If the first day of your conference/symposium falls within June 1st and September 30th:

  • Application window: from April 1st until April 15th.
  • Notification of Approval/Denial of travel funds: May 1st.

The application must be filled-in using the online travel form from the GPSG. You can access the online form only when an application window opens (see dated above). Access the online form by following these steps:
 

  1. Go directly to the GPSG OrgSync Portal, or sign in through the OrgSync website
     
  2. Login using your NinerNet credentials
     
  3. Complete the online travel form under "Forms" on the GPSG OrgSync Portal
    Application will become available on November 1, 2017 at 12:00am for Spring 2018 travel. It will close November 15, 2017 at 11:45pm

 

4. How much am I eligible for per conference/symposium?

All graduate students enrolled at UNC Charlotte can apply for travel funding. However, if you can prove that you are an *active* member of a Graduate Student Organization (GSO), you are eligible to receive more funds per travel and per year:

at-large students (you are not an active member of a GSO):

  • are part of the "at-large student group" by default
  • are eligible for up to a total of $400 of GPSG Travel Funding per fiscal year (from June 1st until May 31st)
  • are eligible to receive up to $250 for attending and $400 for presenting at a conference/symposium.
  • as a whole, the at-large student group is eligible for up to 7% of GPSG's Travel budget during the Summer and Fall terms and up to 7% of GPSG's Travel budget during the Spring semester.

members of a chartered Graduate Student Organization (GSO):

  • are eligible for up to a total of $800 of GPSG Travel Funding per fiscal year (from June 1st until May 31st)
  • are eligible to receive up to $300 for attending and $500 for presenting at a conference/symposium. As a proof that you are an active member, the following information will be asked in the online application form:
    • The name of your GSO
    • The e-mail address of the Treasurer of your GSO:
      ​​He/She must approve your application before the deadline of this application window. Otherwise, you will be considered as a student at-large applicant.

5. The approval process:

The GPSG's student travel money is allocated on a first-come first-serve basis.

After the application window has closed, the GPSG Finance Committee will review all received submissions. Based on the criteria of eligibility it will deny or approve your application for Travel Funding. You will then be contacted by the GPSG which will let you know if you were approved and in case you were denied, provide the reasons for denial.

 

6. Additional information required to process your award

Some of the questions on GPSG's Student Travel Application form are required in order to enable the processing of your award.

  • Employee on campus:
    If you are an employee on campus (e.g.: Research Assistant, Teaching Assistant, Graduate Assistant) you need to fill in this information in the online application form.
    This will not affect your eligibility for Travel Funding.

     
  • Additional Sources of funding for Conference/Symposium:
    If you are receiving funding from other sources (e.g. your department) to travel to the conference/symposium, you need to fill in this information in the online application form.
    This will not affect your eligibility for Travel Funding.

If your department is supplementing your travel and prepays for any expenses or reimburses you with money that was supposed be from GPSG, your department will not be reimbursed. GPSG will not transfer any money to another department for any reason. 

7. How will you get reimbursed for your travel

  •  The reimbursement will be processed as a scholarship, which will be deposited on the traveler's student account.
    • If any unpaid balance is on the student's account for the term in which the travel occurred, the travel award will go towards the unpaid balance.
    • If no unpaid balance is on the student's account for that term in which the travel occurred, then the student will receive a deposit into their bank account on file.

This is a University policy and will be followed. 

 

8. What expenses will the Travel Award cover?

Hotels:

If you share a room with someone and both of you want to be reimbursed, you will need to get the hotel to split the bill (for each day that you are staying there). Hotels don't normally like to do this, so make sure to tell them when you are checking in that you will need separate receipts for each person in each room for each day. Otherwise, if you don't do this, only one of you will get reimbursed. There is a per person per day maximum on how much can be reimbursed for hotel costs which is mandated by the State of NC Tax. No charges will be reimbursed outside of the amounts below. The following maximum state rates will be reimbursed:

  • In state - $71.20 per night + tax
  • Out of state - $84.10 per night + tax

Please note that hotel amenity charges such as safe and Internet fees or phone calls will not be reimbursed.

Registration:
A receipt showing how much was paid, how it was paid, and who it was paid to must be turned in in order to be reimbursed for any registration expenses.

Airfare:
Keep your boarding pass and/or baggage claim ticket as well as the receipt you got when you purchased the ticket. An e-ticket isn't typically enough -- you need to have proof that you actually boarded the plane.

Mileage:
Any travel occurring after January 1st, 2017: Mileage will be funded at $.17 per mile.

Presentation Documentation:
If you were awarded money for presenting at your conference, you will need to submit proof of your presentation. A conference program showing your name will work.

Meals:
You are eligible to receive a reimbursement for actual money spent on food. In order to be reimbursed for your meals purchased, both an itemized receipt showing the items ordered and the payment receipt. The Student Activity Fees Commission (SAFC) will not reimburse any alcohol purchases shown on your receipt. Meals will be reimbursed at the SAFC rate regardless if you spent more than allowed. If you spent less than the SAFC rate, you will be reimbursed for the actual amount spent. The following maximum SAFC per diem rates will be reimbursed:

In state                                                     Out of state

Breakfast - $8.40                                       Breakfast - $8.40

Lunch - $11.00                                          Lunch - $11.00

Dinner - $18.90                                         Dinner - $21.60

 

9. When and How do I get reimbursed for my expenses?

Submit the Travel Settlement and Evaluation Form within two weeks after your return from traveling for review by the GPSG Treasurer and SAFC Business Manager. The travel settlement form is available via the GPSG OrgSync Portal.

You will be reimbursed up to the amount you were awarded, assuming that you have receipts for everything you are claiming, that you fall under the State mandated per diems, and that you have submitted the travel settlement form.

These policies last updated in July 2015