1. Graduate Travel Procedures
GPSA Presents:
Graduate Travel Procedures

2. What Can I receive Travel funding for?
Presenting at and/or attending a conference, convention, seminar, workshop or professional event related to your studies
MAXIMUM PER FISCAL YEAR: $800
Attending a Conference/Event
In State: Up to $200 per trip
Out of State: Up to $200 per trip
Presenting/Competing at Conference/Event
In State: Up to $400 per trip ($600 Domestic)
Out of State: Up to $800 per trip

3. When do I Apply? Deadlines ,Deadlines ,Deadlines!!!
Domestic travel = minimum of 5 weeks before departure date is the last day to apply.
International travel = minimum of 6 weeks before departure date is the last day to apply.

4. Where do I Apply? 1) Google: FAU Owl Central- Click on 1ST Result
2) Click on Organizations
3) Click on 4th Option down: “Activity and Service, Accounting and Budget Office (ASAB)”
4) Click on tab on top labeled “FORMS”
5) Click on “GPSA Travel Application FY17”

5. Forms Needed: Graduate Travel Application Checklist
Release of Liability/Student Code of Conduct
Student authored letter of Travel Justification
Faculty Advisor Letter of Support
Conference Confirmation of Registration Receipt (if attending or presenting at a conference, workshop, etc.)
Proof of Presenting (if presenting)
Quotes for all Eligible Expenses being requested
Form 14 (If applicable)

6. What Happens Next? The Travel Committee will review your application
(*apply early in case of missing documents!*)
You will be sent an approval or denial message via owl central AND
If approved, you will be ed instructions on how to set up your delegation (MUST BE DONE BEFORE DEPARTURE TO TRAVEL)

7. REIMBURSEMENT Deadlines!
Follow same previous steps to Owl Central Forms
Click on “GPSA Request for Travel Reimbursement FY17”
Submit proper documentation/receipts etc.
**You have 10 days from the date of your return from your trip to apply**

8. What Expenses are Eligible for Reimbursement?
Airfare & Baggage Fees
Hotel Costs
Registration Fees
Rental Car - Must be Enterprise
Gas, if driving a rental car
Parking, if driving a rental car
Local transportation within destination city (taxi, subway, shuttle, etc.)
EXPENSES NOT ELIGIBLE:
Food or other per diem costs, membership Fees

9. Reimbursements Cont’d
GPSA cannot reimburse you for expenses not paid by you.  Expenses paid by someone else or a department are not reimbursable.
Expense booked through discount travel agencies (Expedia, Travelocity, Orbitz, etc.) that are not itemized will not be reimbursed if requesting reimbursement
Expenses where hotel receipts do not include official hotel letterhead and are not itemized will not be reimbursed; hotel receipts must include a daily breakdown of expenses, including room rate & all taxes.
Reward points/miles, prepaid gas receipts and handwritten receipts are not acceptable or eligible for reimbursement.

10. HAPPY TRAVELING!  Questions? Concerns/Appeals
GPSA Office: Bldg 31 Rm 234