Purpose:
The purpose of the GPSS Travel Program is to PARTIALLY reimburse the expenses incurred by graduate students during travel to conferences and meetings to present work conducted in the student's major field of study. The Travel Grant does not fund discussants or respondents, only those presenting original research.
Other Funding:
The Travel Grant program is to be considered supplemental to other sources of funding; applicants are expected to seek travel funds from their departments, advisors or other outside sources first. It is to your advantage to obtain other funding, since it will usually decrease your out-of-pocket expenses and will not necessarily reduce the amount of your travel grant. Applicants who receive outside funds from any source must attach the documentation described in the "Instructions" section. You must disclose funds received for any aspect of your trip, even expenses the travel grant fund does not cover (photocopying, entertainment, etc.). Once you receive funds from the Travel Grant Program, you cannot apply for reimbursement from other sources. NOTE: applicants who fail to disclose other sources of funding for travel and applicants who receive funds from other sources after receiving travel grant funds will be barred from participation in the Travel Grant program for the remainder of their time as a student at the University of Southern California (USC).
When to Apply:
Applications will only be considered AFTER the travel has occurred, completed, finished.
Deadlines:
Completed applications (include the application form, "original receipts" must be TAPED on 8 1/2 x 11 plain paper, proper signatures, proof of conference attendance (acceptance letter), program proceedings, written and electronic abstracts, and SIGNED expense report, student activities expense request form, and travel expense report) "ALL" should be submitted (see actual application located in the GPSS Office). Late or Incomplete applications will Not be considered.
*Note: If you traveled by E-Ticket (electronic ticket), you MUST KEEP your boarding passes. If boarding passes were not issued, then your luggage tags are acceptable. This is your proof of boarding the flight in which you are claiming the airfare. If you don't have these items, you cannot claim your air travel!*
DEADLINES for Conference Travel Reimbursement Applications
Please pick (submit) applications from (to) GPSS OFFICE
( Temporary Location is: Hazel and Stanley Hall (HSH) 100-H 1st Floor , located behind the bookstore)
Allowable Expenses:
1) Applications may be reimbursed for travel between their home and the site of the conference, according to the guidelines described in the applications instructions. Transportation at (or during) the conference is the applicant's responsibility and is not reimbursable.
2) Applicants may be reimbursed for registration fees up to $200.00
3) Applicants may be reimbursed for food costs up to $15.00/day for a maximum of 4 days.
4) Applicants may be reimbursed for lodging up to $90.00/night for a maximum of 4 nights.
5) The amount you may request is your total allowable expenses minus any outside funding. The maximum request per application is $500.00, even if the amount of your total allowable expenses minus outside funding is greater than $500.00.
6) There is a $500 per year limit, with no lifetime limit as long as you remain a student at the University of Southern California.
How Grants are Determined:
The grant you receive will be based on a percentage of your total request. The Finance Chair finds this percentage by dividing the travel grant funds available by the total request for that period. Questions about individual applications or grants should be directed to the Finance Chair of GPSS.
For example, if the Travel Grant Fund holds $12,000.00 and there are $15,000.00 in requests, the fund will grant 80% of each request. If total requests are less than the amount in the fund, 100% of each request will be granted.
Instructions:
1) Fill in all of Section I: Application Identification
2) Fill in Section II: Write in the expenses and attach ORIGINAL receipts for all reimbursable expenses. Photocopies of receipts used to secure outside funding may be submitted if originals were sent to the outside funding source.
A) LONG-DISTANCE TRAVEL is travel from home to the metropolitan area of the conference, and back. GPSS will only fund a single means of long-distance travel unless it is shown that:
a) combining another means of travel is less expensive than completing the trip by the single means, OR
b) the conference city can only be reached by combined means of travel.
Applicants requesting reimbursement for combined means of travel under clause "a" must provide a written price quotation from a travel agent to show that completing the trip by the single means of travel requesting reimbursement. Receipts for airline travel must include both the invoice and the ticket receipt. The Travel Grant Fund reimburses fuel costs for rental cars only: the funds does not reimburse mileage.
For example, an applicant delivering a paper in Boulder, CO would normally be reimbursed for a plane ticket to Boulder via Los Angeles, CA. (S)he could, however, be reimbursed for a plane ticket to Denver, CO and a rental car from Denver to Boulder if (s)he proves (with a written price quotation from a travel agent) that the plane ticket to Boulder is more expensive than the amount requested for the combined means of travel (i.e. the airplane to Denver and the rental car to Boulder). If there were no airport in Boulder, the applicant could also be reimbursed for a plane ticket to Denver and a rental car to Boulder under clause "b".
B) LOCAL TRAVEL is travel from a transportation
center (e.g. airport, train station, but station) in the
metropolitan area of the conference to the actual conference
site, and back. GPSS will also reimburse for car rentals
during the conference. The cap on car rentals is $35 a
day, and rentals are allowed for a maximum of 4 days.
For example, an applicant may request to be
reimbursed for the cost of a shuttle bus from the airport
to the University where their conference is held, and
back. An applicant would not be reimbursed for the cost
of buses taken downtown for evening entertainment during
the conference, or for the transportation between a hotel
and the conference site: these constitute transportation
during the conference.
C) REGISTRATION: Receipt from conference is required (maximum $200.00).
D) FOOD: Meal cost will be reimbursed according to the following schedule: 1 day at conference, UP TO $15.00; 2 days, UP TO $30.00; 3 days UP TO $45.00; 4 days UP TO $60.00 (maximum 4 days). Note: the applicant can spend this allotment at any rate. Be sure to include original receipts.
For example, an applicant who attended a 3-day conference may request food reimbursement for up to $45 dollars. The applicant may spend this allotment at the rate of $15.00/day, or splurge for a $45.00 meal, at her/his own discretion.
E) LODGING: Each applicant may request up to $90.00/night for a maximum of 4 nights. If the applicant shares a room, (s)he may only request the amount of the room rate divided by the number of occupants in the room. A room charge slip indicating the room rate, tax, occupancy, and extra charges must be included. The Travel Grant does not cover telephone calls, movies or parking charges.
For example, if two students (both delivering papers) share a room that costs $80.00/night, each applicant may request to be reimbursed $40.00/night for up to 4 nights. They may not requests reimbursement for more than 4 nights, even if the room rate is less than $90.00/night. Or, if a student and spouse share a room that cost $100.00/night, the student (applicant) may only request $50.00/night, since there are two occupants in the room. Again, the applicant could not request reimbursement for more than 4 nights.
3) In the column labeled TOTALS TO TABULATED BY APPLICANT, calculate the amount of your total allowable expenses in each category (travel, registration, food and lodging). Add together the totals from these categories to find your total allowable expenses. Then, from your total allowable expenses, subtract the amount of any other funding you received for this trip. The remaining amount is your total request. If the amount of your total allowable expenses minus other funding is greater that $500.00, YOU MAY ONLY REQUEST $500.00.
For example, if your total allowable expenses include $500.00 air fare, $360.00 lodging, $60.00 food and $80.00 registration ($1,000.00 total), and you received $600.00 from your department, you can request $400.00 from the travel grant fund. Or, if your total allowable expenses included $400.00 airfare, $200.00 lodging. $50.00 food and $50.00 registration ($700.00 total), and you received no outside funding, you may request only $500.00, since no request may exceed $500.00.
4) Fill in information and obtain all signatures for Section III. If signatures are not included, the application will not be considered.
5) Sign, date, and provide your social security number on the attached "Expense Report". ALL EXPENSES MUST HAVE AN ACCOMPANYING ORIGINAL RECEIPT.
6) Include photocopies of the conference proceedings listing the name of the applicant as the presenter and the title of the presentation. If the presentation was an invited address, include a copy of the letter.
7) Include a written copy of the abstract for your paper with the application.
IF YOU RECEIVED OTHER FUNDING FOR THIS TRAVEL, COMPLETE #8
8) If you obtained funding from a non-departmental source, include copies of all communication and financial documents relevant to the transaction.
