1. 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
NEW! Present at or attend a conference related to your involvement with a GPSO (see section below)
2. What do I include in my travel application?
Please include AND label all forms in the following order:
Graduate Travel Application Checklist
Request to Travel Form with Faculty Signature
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)
AVIS Reservation Confirmation (if requesting rental vehicle)
Quotes for all Eligible Expenses being requested
3. What expenses are eligible for reimbursement?
Airfare & Baggage Fees
AVIS Rental Car
Gas, if driving a pre-approved AVIS rental car
Parking, if driving a pre-approved AVIS rental car
Local transportation within destination city (taxi, subway, shuttle, etc.)
4. What expenses are not eligible for reimbursement?
Food or other per diem costs
All expenses must be paid by you, out of pocket. GPSA cannot reimburse you for expenses paid by faculty p-Card, your department, spouse or family members or anyone else besides yourself
DO NOT book your hotel expenses through discount travel agencies (Expedia, Travelocity, Orbitz, etc.) if requesting reimbursement
Hotel receipts must be on official hotel letterhead and be itemized to 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
Anything not listed in the previous "eligible expenses" question is not eligible for reimbursement
5. How do I request a voucher from FAU for an AVIS Rental Car?
Call AVIS at 1-800-338-8211 and use FAU AWD #B133418 to make the reservation. Do not purchase or accept additional insurances, GPS or Fuel Service Option. Must only reserve a compact car. If requesting a vehicle larger than a compact car, please contact the Administrative Coordinator of GPSA first and provide written justification. Turn in the completed reservation confirmation in with your application. Before you travel, the Administrative Coordinator will contact you when your voucher is ready for pick up at the Controller's Office.
6. Where do I turn in my travel application?
Use one of the five following methods:
Turn into the GPSA Administrative Coordinator in Room 234 of the Boca Raton Student Union
Email to firstname.lastname@example.org (Send all pages as ONE pdf or word document; Do not separate items and do not use a zip file)
Turn into SG Office Room 215 of the Boca Raton Student Union*
Fax to 561-297-3771*
Mail to 777 Glades Road Bldg 31 Room 234 Boca Raton, FL 33431*
*If turning into Room 215, faxing or mailing, it is your responsibility the GPSA Administrative Coordinator receives it by the deadline
7. How am I reimbursed?
Students must have an active ACH/direct deposit account. ACH must be completed and active before a student turns in their application. If you need to activate ACH, please apply via MyFAU or fill out the ACH Application form found at: http://www.fau.edu/controller/accounts_payable/pdfs/ACH_5.pdf. Fax the completed form to 561-297-2884 or bring it directly to the Controller's Office.
8. How much funding can I receive?
Each student is eligible to receive a total of $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 North America) = $800.00
North America & Caribbean = $600.00
Florida = $400.00
Attending or Secondary Author Presenting:
International (outside North America) = $200.00
North America & Caribbean = $200.00
Florida = $200.00
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.
9. 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 the GPSA Administrative Coordinator at the time of your application's submission or email email@example.com for questions.
10. What if I am not requesting funding from GPSA to travel; do I still need to get approval to travel?
Yes. Please fill out a Notification to Travel form in the Required Documents section below. This is especially important for students traveling to international location on the US Department of State Travel Warning List.
11. 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, put a Form 14 on file with the Graduate College. Additionally, undergraduate students who are active members of GPSOs may apply (See GPSO Travel section below).
Must have a minimum 3.0 GPA and be in good academic standing. Must not have a past due balance with the university. Must not be on conduct probation.
12. When do I turn in my travel application?
There are 2 dates you need to be concerned with: the first date you can apply and the last day you can apply/the deadline. The first date you can apply is explained in the table below. The last day you can apply depends on a certain number of weeks prior to your departure date. Submitting an application earlier rather than later increases your chances of being funded to the fullest extent.
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.
Fiscal Year 2014-2015 Travel Periods - Earliest date applications will be accepted
Beginning of Application Period/First Date Applications will be accepted…
…If Date of Departure lies within one of the following months
May 14th, 2014
August 14th, 2014
November 14th, 2014
February 14th, 2015
Members of Graduate & Professional Student Organizations (GPSOs) may now travel as a group to present and attend conferences related to their organization.
Requirements to be eligible for club travel:
We are excited to get this program underway so that we can afford greater opportunities to our GPSOs and graduate population!
If you have any questions, please contact the GPSA Administrative Coordinator at firstname.lastname@example.org