Graduate Student Travel
Travel request are approved subject to available funding.
Graduate Student Travel Policy - FAQ
- What can I receive travel funds for?
- Students can receive travel funding for three (3) primary objectives:
- Present at or attend a conference, convention, seminar, workshop or professional event related to your studies
- Per the student travel procedure policy, Part III., A: Students who are traveling to an event that is required for an academic program which the student receives credit for are not eligible for travel reimbursement.
- What do I include in my travel application?
- Please include AND label all forms in the following order:
- Graduate Travel Application Checklist
- Release of Liability/Student Code of Conduct
- Student authored letter of Travel Justification
- Faculty Advisor Letter of Support (Letter must be signed and on FAU letterhead)
- 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 see FAQ # 10 below)
- What expenses are eligible for reimbursement?
- Airfare & Baggage Fees
- Hotel Costs (Airbnb is also eligible for reimbursement)
- Registration Fees
- Rental Car - Must be Enterprise (Students may use other rental car companies if a comparable quote is priced lower than the Enterprise rate)
- Gas, if driving a rental car
- Parking, if driving a rental car
- Local transportation within destination city (taxi, subway, shuttle, etc.)
- What expenses are not eligible for reimbursement?
- Food or other per diem costs
- Membership Fees
- 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 from a discount travel agency, please include the breakdown of all expenses.
- 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. (If sharing a room, students must request a separate breakdown of the hotel expenses for each person, please inform hotel that you will be splitting costs prior to check in.)
- Reward points/miles, prepaid gas receipts and handwritten receipts are not acceptable or eligible for reimbursement.
- Anything not listed in the previous "eligible expenses" question is not eligible for reimbursement.
- Where do I turn in my travel application?
- How am I reimbursed?
Please keep your Badges and your Agenda/Schedule. At present time, both are required for reimbursement.
- How much funding can I receive?
- Each student is eligible to receive up to $800.00 per fiscal year. Students can receive funding for up to two (2) trips per fiscal year.
- Maximum award amounts per trip:
- Primary Author Presenting or Research Travel:
- International (outside of the United States) = $800
- Domestic (United States) = $400
- Attending or Secondary Author Presenting:
- International (outside the United States) = $200
- Domestic (United States) = $200
- Primary Author Presenting or Research Travel:
Please note the award amounts listed are maximums, not guaranteed rates. All applications are reviewed by the GPSA Travel Committee with the intention to assist the most students in the greatest capacity possible.
- Where can I travel?
GPSA funds graduate student travel all across Florida, the United States and international locations. Please review the US Department of State Travel Warning List for international destinations which require review and pre-approval by the Florida Atlantic University Travel Safety & Security Committee.
If your destination is on the Travel Warning List, please notify GPSA Travel at the time of your application's submission or email firstname.lastname@example.org for questions.
- What if I am not requesting funding from GPSA to travel; do I still need to get approval to travel?
Please click here to fill out a Notification to Travel form if you are not requesting funding. This is especially important for students traveling to international location on the US Department of State Travel Warning List, for you will need to have your travel approved. If you are not traveling internationally then your notification to travel is kept on file and you are not required to have approval.
- Who is eligible to receive travel funding from GPSA?
All full time, degree-seeking graduate & professional students taking a minimum of 9 graduate credits in the Fall and Spring and 6 credits in the Summer. If below full time status, students who are currently enrolled in a 1 credit dissertation or thesis course can submit Form 14, in order to be eligible for travel funding.
Students applying for GPSA travel funding must have a minimum 3.0 GPA and be in good academic standing. Students also cannot have a past due balance with the university or be on conduct probation.
- When do I turn in my travel application?
International travel (outside of the United States) = A minimum of six (6) weeks before departure date is the last day to apply
Domestic travel (United States) = minimum of five (5) weeks before departure date is the last day to apply
***GPSA Travel encourages students to apply ahead of the application deadlines so they may amend and submit any missing documentation. Applications received past the deadline will not be considered for travel and will be denied.***
STUDENT TRAVEL PROCEDURES (please read the travel policy before you submit the forms)
NOTIFICATION TO TRAVEL (Not requesting a travel funding award; only seeking permission to travel)