GSA Travel and Research Grants:
Policies, Procedures & FAQ
Revised June 2009
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, and round table discussions, and other types of
academic forums. Students can use research grants to pay for expenses that they incur while working on theses (or
the equivalent in masters programs that do not require a thesis) or dissertations.
General Policies and Procedures
1. To receive a GSA grant, full and part-time graduate students must meet the following
requirements
a. Be enrolled at UMBC and paying graduate fees for the semester that funds are requested
b. Be in a graduate program in good standing with GSA
c. Be in good academic standing
d. Be in compliance with GSA procedures for submitting travel or research grants (please see specific polices for travel and research grants below)
e. If in a combined program, have a bachelor’s degree or equivalent
2. The following are monetary limits to GSA grants:
| Type of Graduate Student | Eligibility for Funding |
| Masters Student | A maximum of $1,500 for tenure as a UMBC student |
| Doctoral Student | A maximum of $2,500 for tenure as a UMBC student |
| Doctoral Student Who Completed Masters at UMBC | A maximum of $2,500 for tenure as a UMBC student, minus any GSA funds previously used |
3. Students are allowed to apply for up to $1,000 in grant funding per fiscal year. However, each grant is limited to a maximum of $500 for Travel Grants (Presenters), $250 for Travel Grants (Attendees), and $1,000 for Research Grants.
4. The fiscal year, in terms of grant funding, begins June 16th and ends June 15th of the following year. This applies to the time of travel, not the time of submission.
5. To ensure GSA approval and subsequent reimbursement, students must submit travel and research grant applications at least one week before the date of departure for travel or incurring expenses related to research grants. GSA will NOT approve grant applications that it receives less than one week prior.
6. Applications must be accompanied by the appropriate supporting documents, as described in the sections specific to the type of grant. All applications must be accompanied by proof of current enrollment. This can be a print out of the last page, as long as it contains your name, of your unofficial transcript or your course schedule, as found on myUMBC.
7. Do not assume you have been approved for a grant unless notified as such. Notification will occur via e-mail from the GSA e-mail account. Students cannot assume that the GSA approved their grant until the GSA sends them an approval e-mail. GSA will attempt to review grants within one week but this is not guaranteed. It is advised that students submit grant applications well before expected dates of travel/research expenses.
8. The GSA does not give cash advances. Students are responsible for paying their research and travel expenses. With proper documentation (please see specific policies and procedures below), the GSA reimburses students for expenses incurred up to the authorized amount. The GSA will not reimburse graduate departments or other third parties that fund students’ research or travel purchases.
9. When students incur costs, they must record all expenditures and obtain itemized receipts or
invoices to give the GSA for reimbursement. To be reimbursed, students must fulfill the following requirements:
i. Students must submit original itemized receipts. The UMBC Accounting Office
does not accept copies or faxes, but it will accept students’ email receipts for
registration confirmations or airline travel.
ii. If students use a credit card or check, then they must submit their credit card/bank
statements, a printout of their online credit activity with their name, and/or
cancelled checks to show that they paid for their purchases. To protect personal
information, students can black out account numbers (except the last 4 digits) and
other sensitive data. The cardholder’s (student’s) name MUST be visible on the
statement in order to be accepted as proof of purchase.
iii. Students’ receipts must show a $0 balance and the method of payment—cash,
credit card, or check.
iv. Please Note: if the total cost involved exceeds the year or grant allotment, you
will only receive up to the allotted amount in any given year or grant.
10. Once the GSA receives their receipts and processes their forms, students can expect to receive a reimbursement check (or direct deposit if a university employee) within four to eight weeks of paperwork submittal. (Please see individual sections for Travel and Research Grants for more details on reimbursement.)
11. A student will owe 1 hour of community service for every grant received.a. For example, if a person receives both a travel and research grant, he/she owes 2 hours. The same applies if he/she receives two travel grants or any other combination. If service is not completed within 1 calendar year of the receipt of grant, future funds will be frozen until such service is completed
b. Service includes (but not limited to): aiding with the organization or set-up of an event, serving as a GSA senator; participation in GRC; aiding with recruitment; and serving as a peer mentor. Be aware that the majority of these opportunities are in the spring semester, so please plan accordingly.
c. GSA will keep track of service to GSA. If service is through any other department on campus, a signed letter stating the nature of the service must be submitted to GSA by the official organizer of the event.
12. GSA is entitled to use your name, the title of your paper/subject of your research, and the conference you attended for advertisement purposes.
13. Any appeals of grant decisions must be made in writing to the GSA Executive Board.
14. General allowable costs:
| GSA generally reimburses students for the following costs: | |
| GSA does NOT reimburse students for the following things: |
Grant Specific Policies and Procedures
Travel Grants: Specific Policies and Procedures
1. Grants must be submitted at least one week prior to travel departure (see above stated policy). GSA will not accept grants submitted later than one week prior to departure.
2. If presenting research at an academic forum (e.g. a conference), students must attach a copy of their letter/email of acceptance to present with their GSA Travel Grant Application (not their invitation). If presenting a research paper that lists their faculty advisor as first author, students must submit a letter from their advisor stating that the research they will present is theirs or is partially theirs.
3. If only attending an academic forum (e.g. a conference), then students must attach a brochure or advertisement showing the dates and location of the forum. The maximum funding allowance for students to only attend a forum is $250.
4. If students stay at a hotel, then they must obtain hotel bills that are itemized on a daily basis. If the bill is not itemized the GSA will not honor the bill for reimbursement.
5. If students share travel costs with someone else, they must obtain a separate receipt(s) showing their personal expenses in order to be reimbursed.
6. GSA will not reimburse students for travel costs that they incurred for research conducted prior to their enrollment in a UMBC graduate program or academic department.
7. It is strongly advised that receipts are submitted within 10 business days of return from travel. Any receipts submitted after 10 business days must be accompanied by a letter explaining the delay. These documents will be forwarded to Accounting. Accounting reserves the right to deny reimbursements for receipts submitted more than 10 days following return from travel.
Please contact the GSA Grants Administrator if you have any further questions that are not addressed here.
Research Grants: Specific Policies and Procedures
1. Grants must be submitted at least one week prior to incurring expenses (see above stated policy). It is recommended that grants be submitted well in advance as there is often the need to clarify items in the application. Any purchases made prior to notification of grant acceptance will not be reimbursed. If there are any changes to your projected costs you must write a letter to GSA requesting approval of such a change.
2. GSA only reimburses research that students conduct for their thesis, or its equivalent, or dissertation.
3. When submitting a research grant application, students must attach a one page description of their research and itemized estimates of the costs involved in the research.
4. Research related receipts should be submitted on a monthly basis up to 6 weeks before the expiration date of the grant. At the latest, students must submit all original itemized receipts for research grants within 10 business days of the expiration of their research grant (6 months after approval date). Any receipts submitted after that time must be accompanied by a letter explaining the lateness of submission. The Accounting Office reserves the right to deny reimbursement for any late submissions. Please contact the GSA Grants Administrator for information on monthly submissions.
5. If students’ research involves human subjects, they must fill out Receipts for Funds Disbursed to Study Participants. Please contact the GSA Grant Administrator for more information.
6. Software: The GSA will reimburse students for the cost of software only if they cannot complete their thesis or dissertation without it and it is not provided anywhere on campus. Software that makes writing a dissertation easier but is not necessary, for example EndNote, is not an allowable expense. A separate statement must be submitted with the “Explanation of Goals” portion stating how the student cannot complete their research without the software in question and how it is not obtainable for purchase or use through any of UMBC’s services or departments. In addition, a letter from the student’s advisor must be submitted supporting the students’ need of the software.
Please contact the GSA Grants Administrator if you have any further questions that are not addressed here.
Frequently Asked Questions About GSA Travel Grants
Where can I find the travel grant application?
Both applications for travel and research grants can be found online on our website.
What needs to be turned in with my application?
It is required that all applications include the following:
-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: Breakfast: $8, Lunch: $10, Dinner: $24
-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 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 travel rate of $0.55/mile. 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 1 week 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?
-Research purchases must NOT be made prior to your grant’s review and approval
-Travel purchases can be made at any time for travel grants. Please note though that if purchases are
made prior to your grant’s approval there is no guarantee that said purchases will be reimbursable or
that your grant will be approved
-Please contact us 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
What if I do not have online banking/credit card information?
-If online banking activity is not an option for you please submit all of your 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 do I have to turn in my receipts?
-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?
-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
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
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
Who do I contact if I have problems, questions, and concerns?
-Please contact the Grants Administrator either by phone (410-455-2773) or email (gsa@umbc.edu) if
you have any questions or concerns