Travel and Research Grant Policies

Click here for an overview of the GSA grants program and to download applications.

Download a PDF version of GSA’s complete grant policies.

For more information, please contact Sarah Jafrul, GSA Grant Administrator. Email her
at gsa@umbc.edu or call (410) 455-2773.

General Policies

Students must be in good standing with UMBC, have obtained a bachelors degree (if in a combined program) or an equivalent, and be admitted into and paying graduate fees for a graduate program or academic department with an active GSA Senator. Both full-time and part-time students are eligible for GSA funding. Students must be enrolled at UMBC for the semester in which they request funding.

In order to allow sufficient time for grant applications to be processed, ALL GRANT APPLICATIONS MUST BE RECEIVED AT LEAST THREE (3) WEEKS PRIOR TO ANY EXPENSES BEING INCURRED.

GSA does not provide funds in advance of research or travel purchases. Grantees are responsible for paying research and travel expenses. With proper documentation (see specific procedures below), the GSA will reimburse the grantee for expenses incurred up to the authorized amount. The GSA reimburses individuals, not departments.

Do NOT make purchases until you have been notified that your grant application has been approved. Any expenses incurred prior to the grant approval date will NOT be reimbursed by the GSA.

DO NOT ASSUME YOU HAVE BEEN APPROVED UNTIL YOU RECEIVE NOTICE FROM THE GSA OFFICE BY EMAIL OR POSTAL MAIL OF YOUR APPROVAL.

Reimbursement Policy

In general, GSA will reimburse for:

• Hotel accommodations and taxes associated with room occupancy
  
• Bus, train, or air fare to and from conferences
  
• Car travel per mile, or cost of gasoline with receipts, but NOT BOTH
  
• Without a receipt, up to $10.00 in taxi, shuttle, or limousine service
  
• Conference registration fees
  
• Research related copying fees (e.g., photocopying of research materials such as surveys or recruitment mailings)
  
• Research related mailing expenses
  
• Rental equipment for conducting experiments or presenting research results
  
• Costs of obtaining dissertations or abstracts pertinent to the student’s thesis/dissertation research
  
• Art supplies used in the presentation of thesis/dissertation research
  
• Published monographs pertaining to the student’s thesis/dissertation research or enrolled course of study
  
• Payment of research participants will be made in accordance with UMBC's policies and procedures.
  
• Maximum allowance for attending a conference without presenting is ¼ the total amount allotted for the semester.

GSA will NOT reimburse for:

• ANY sales tax
  
• Meals, room service, tips, bars bills or any alcoholic beverages
  
• Movie rentals
  
• Telephone calls
  
• Attendance at conferences, which do not pertain to the student’s enrolled program of research, or declared major
  
• Any hardware purchases, such as audio or video taping equipment, computer equipment, laboratory equipment, or electronics
  
• Computer software
  
• Typists, transcribers, or translators fee. EXCEPTIONS may be made on an individual basis only AFTER the student has made a prior request IN WRITING to the GSA Finance Committee.
  
• Small office supplies, such as photocopy paper, pens, pencils, paper clips, notebooks, dividers, computer diskettes, blank audio or videotapes, etc…
  
• Any furniture or articles of clothing
  
• Text book for classes
  
• Travel expenses incurred as part of a research project. EXCEPTIONS may be made on an individual basis AFTER the student has made a prior request IN WRITING to the GSA Finance Committee.

Specific Procedures and Policies for Travel Grants

Complete the GSA Conference Travel Grant Application Form at least THREE (3) WEEKS PRIOR to the dates of the conference. Click here to download the application.

If you are presenting, attach a copy of the letter of acceptance of your presentation (not the invitation). If you are attending only, attach a copy of the brochure or advertisement showing the dates and location of the conference. (Maximum allowance $ for attending a conference without presenting is a quarter of the total amount allotted for the semester).

If you plan on presenting work for which your faculty advisor is first author, you MUST submit a letter from your advisor stating that the work to be presented is your own, and not solely that of your faculty advisor.

Attach a copy of your complete transcript, making sure it shows enrollment in the semester for which you are requesting the travel grant. It does not have to be an official transcript. Transcripts may be obtained from Academic Services or from the UMBC website, using myUMBC.

At the conference, keep a record of your expenditures and all receipts to submit for reimbursement when you return. All receipts must be original. Accounting will NOT accept faxes, emails, or photocopies. Hotel bills must be itemized on a daily basis. All receipts must show the amount paid, a balance of $0.00, and the method of payment (cash, check, or credit card). If you share the cost of a room or travel with someone, you must each obtain a separate receipt showing your individual costs.

Conferences held after August 16 and before the first day of the Spring semester are considered part of the Fall semester. Conferences held before August 17 are considered part of the Spring semester.

NOTE: the GSA cannot provide funding at the “presenter” level for research conducted prior to being enrolled in a UMBC graduate program.

Specific Procedures and Policies for Research Funding

Complete the GSA Research Grant Application Form at least three (3) weeks prior to making any purchases. Click here to download the application.

Attach a one page explanation of the goals that you intend to accomplish with the GSA funding, and an estimation of the total costs involved. PLEASE NOTE: if the total cost involved exceeds the semester allotment, you will only receive up to the allotted amount in any given semester.

Attach a copy of your complete transcript, making sure it shows enrollment in the semester for which you are requesting the research funds. It does not have to be an official transcript. Transcripts may be obtained from Academic Services or from the UMBC website, using myUMBC.

Keep a record of your expenditures and all receipts to submit for reimbursement. All receipts must be originals. Accounting will NOT accept faxes, emails, or photocopies. All bills must be itemized. All receipts must show the amount paid, a balance of $0.00, and the method of payment (i.e., cash, check, or credit card).

Bring these receipts to the GSA office, where you will also need to fill out and sign reimbursements forms. All receipts must be submitted within six (6) weeks from the expiration date of the grant. Late expense statements will NOT be honored. If all receipts and forms are in order, you can expect to receive your reimbursement by check within four (4) to six (6) weeks. Research Grant reimbursement requests will be processed a maximum of once per calendar month. Because research grants can be ongoing in nature, items for reimbursement will be submitted on a 30 day cycle. Contact the GSA Administrator for more detailed information.

NOTE: You must complete the attached Payment of Research Participants Form and have it signed by your advisor in order to be reimbursed for payment of research participants.