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GSA Travel Grants


Overview of Policies Travel Grants Process FAQs

[Revised on March 2011]

One of the primary goals of the Graduate Student Association (GSA) is to encourage and support graduate student research at the University of Maryland, Baltimore County. Therefore, GSA provides travel and research grants for graduate students to aid in their pursuit of academic achievement. Students can use travel grants to present their research or attend conferences, seminars, symposiums, congresses, workshops, sessions, meetings, round table discussions, and other types of academic forums.

Overview of Policies

ELIGIBILITY
Students must …
+Be enrolled at UMBC and paying graduate fees for the semester that funds are requested
+Be in a graduate program in good standing with GSA
+If in a combined program, have a bachelor’s degree or equivalent
+Be in good academic standing
+Be in compliance with GSA procedures for submitting grants

* If the total cost involved exceeds the year or grant allotment, students will only receive up to the allotted amount in any given year or grant. Students may apply for more than one grant per semester. GSA will not reimburse graduate departments or other third parties that fund students’ research or travel purchases.

SUBMISSION DEADLINE
To ensure GSA approval and subsequent reimbursement, students must submit grant applications at least TWO WEEKS before the date of travel departure or incurring of research expenses. Do not assume you have been approved for a grant unless notified by email. Any appeals of grant decisions must be made in writing to the GSA Executive Board.

COMMUNITY SERVICE REQUIREMENT
A student will owe 1 hour of community service for every grant received. If service is not completed within 1 calendar year of the date the grant was sent to Accounting, future funds will be frozen until such service is completed. A signed letter stating the nature of the service must be submitted by the official organizer of the event.
Service includes:
+volunteering at GSA or for your department
+serving as a GSA senator or GSO officer
+serving as a Peer Mentor
+participating in the Graduate Research Conference (spring semester)

USER OBLIGATION
GSA is entitled to use your name, the title of your paper or the subject of your research, and the conference you attended for advertisement purposes.

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TRAVEL GRANT PROCESS

The maximum funding allowance for students to present at a forum is $500.
The maximum funding allowance for students to only attend a forum is $250.

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FAQS ABOUT TRAVEL GRANTS

Where can I find the Travel Grant application?
Click on Travel Grants Application on this website.

What needs to be turned in with my application?
- Your application filled out and signed in its entirety.
- A copy of your transcripts (unofficial from your my UMBC account is fine) showing enrollment for the semester in which you will be traveling (exceptions for summer and winter terms)

If you are presenting:
- Proof that you will be presenting either a poster or giving an oral presentation. This must explicitly show that you will be presenting some of your work in order to be funded at the presenter level.
If you are attending:
- A copy, brochure, or web print off as proof of the conference showing its title, location, and dates.

What does the travel grant cover in terms of food?
- Reimbursement of meal costs is offered as per diem for each day the student traveled at UMBC’s meal rates.
- UMBC’s meal rates will be according to the current University Policy.
- Receipts are not needed to receive per diem but the exact dates and times of travel (each day) must be submitted upon return.
- The purchase of alcohol and room service will not be reimbursed.

If I drive to a conference (or use a rental), am I eligible for reimbursement for gas/rental?
- The cost of renting a car is reimbursable.
- If a private car is used the GSA can reimburse for mileage at UMBC’s current travel rate according to the current University Policy. For this the traveler must submit an online print off of the directions to the conference showing the distance traveled.

How long before the conference should I turn in my application?
- As soon as possible!
- The deadline for applications is TWO WEEKS before the date of travel.
- To ensure reimbursement and allow time for making travel arrangements, the traveler should plan ahead and submit as soon as they possibly can.

When can I purchase my plane ticket/reserve hotel room?
- Travel purchases can be made at any time for travel grants.
- Please contact GSA if you have specific questions regarding any purchases.

Do you need original receipts or are copies okay?
Accounting requires original receipts; copies will not be accepted. Online confirmations of purchases for airfare and pre-paid hotel stays are acceptable.

Other than receipts, what do you require for reimbursement?
- If a personal car was used for travel then an online print-off of the directions to the conference showing the distance traveled is required if asking for reimbursement for mileage.
- If purchases were made with either a bank or credit card, the statement or a print off of the online activity must be provided to back up the purchases. Your name must be shown on either of these to prove that you are the one who made the purchase. If you cannot find a page with your name on it a legible photocopy of the card with your name and the last 4 digits shown can be accepted.
- If students share travel costs with someone else, they must obtain a separate receipt(s) showing their personal expenses in order to be reimbursed

How long do I have to turn in my receipts and statements?
- You have 10 business days following your return from travel to submit all of your receipts and supporting documents.
- Submissions after this date must be accompanied by a memo addressed to accounting stating the reason for late submittal.

What happens after I turn in my receipts and statements?
- The Grants Administrator reviews and tallies your receipts and creates an expense statement
- Following review from the GSA’s Executive Director, you will be asked to come in to sign this document.
- After you have signed, your expense statement and receipts will be sent off to accounting.

What if I do not have online banking/credit card information?
If online banking activity is not an option for you, please submit all receipts along with a letter stating that you must wait for your next monthly statement to arrive to complete the process before the deadline for submittal (see below).

How long will it take for me to receive my reimbursement?
Following submission to accounting, it can take anywhere from 4-8 weeks for them to process your reimbursement. Please click on Tracking Payments for the status of your reimbursement.

How will I receive my reimbursement?
- If you are an employee of the University and have signed up for direct deposit, your reimbursement will be deposited into the account you signed up with.
- If you are not, a check will be sent to the address you provided on your application.

Whom do I contact if I have problems, questions, and concerns?
The Grants Administrator can be reached either by phone (410-455-2773) or email (gsa@umbc.edu).

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