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Dual Funding Request Process
**DUE WITHIN 30 DAYS OF CONFERENCE TRAVEL – NO EXCEPTIONS!**
NOTE: These instructions are only for how to obtain reimbursement through both GSA and another source, like your department . If you only are applying for reimbursement from one or the other, these instructions do not apply. You can only apply for reimbursement from your department if you have been notified that money has been allocated specifically for your trip. If you are not receiving money from the department, you can still apply for reimbursement from GSA, following the regular funding guidelines.
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| STEP 1: |
Retain original receipts including BOARDING PASSES! |
| STEP 2: |
Obtain a copy of the appropriate GSA Funding Form*. Your department's GSA rep may also have copies of this form available to you, or it may be picked up from the bulletin board outside the GSA office. |
| STEP 3: |
Complete the funding request form, which includes obtaining a TRIP ID#. To do this,
- Log into BANNER SELF SERVICE.
- Under the Main Menu, CHOOSE EMPLOYEE (even if you are not a grad asst of any type).
- Then click on TRIP MENU.
- Then choose one of the following, depending on your employment status:
- Create a trip for a SLU employee
- Create a trip for a NON – SLU employee
- Enter all necessary trip info.
- Use your department's # when selecting a DEPT#.
- You will then be given a trip ID # which is the first piece of information to be included on the GSA funding form
- If you have any trouble, all dept. associates (secretary) have been Banner trained and can help you. Also, see our FAQ page for additional help.
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| STEP 4: |
Fill out the remaining information on your Request Form under STUDENT INFORMATION. |
| STEP 5: |
A summary of our FUNDING GUIDELINES is provided on the request form. Review these carefully so you can complete your form correctly the first time and get your reimbursement quicker! Delays in refunds are often caused by failure to follow the guidelines when submitting your paperwork! |
| STEP 6: |
Provide conference and travel information under FUNDING INFORMATION section.
Travel completed between Jan 1st and June 30th will be processed as spring semester funding. Travel completed between July 1st and Dec 31st will be processed as fall semester funding. In other words, your travel return date determines into which semester your funding request falls.
You must also include a photocopy of the cover of the conference booklet/program. If you presented at the conference, please also copy the page that shows your name as a presenter. A copy of your abstract must also be attached. |
| STEP 7: |
Detail your allowed travel expenses on the funding form itself. You must do this even though you will also list your expenses on your E-TERV form! ORIGINAL RECIEPTS for any expense listed (e.g. airfare, hotel, restaurant, cab fare, etc.) must taped to 8.5 x 11" sheets of paper if they are not already that size. If you purchased your airline ticket electronically, you must INCLUDE YOUR BOARDING PASSES along with the ticket confirmation that includes the price of the ticket. If flying Southwest – or any other airline that retains boarding passes – then you must print an extra copy to include with your reimbursement request. You cannot get reimbursed for airline travel without submitting documentation of your flights! If you did not retain your boarding passes, see our FAQ page. |
| STEP 8: |
If you shared expenses with others , please make copies of the receipt(s) for each group member for the shared expenses. However, one person in the group must submit the original receipts. On each copy indicate the names of the persons who shared the expense(s) and the amount each person contributed, as well as noting which person is submitting the original receipt. NOTE: The travel department will not process the funding requests until the original receipts are submitted! |
| STEP 9: |
Obtain and fill out an E-TERV (Electronic Travel Expense Reimbursement Voucher). This form, along with instructions for filling it out, can be found on this link through the Business & Finance Division. In the column on the right, click on the "E-TERV" link for the form. Often your dept. associate (secretary) will complete the form for your or can help you with it.
Please note that while your other funding source may reimburse your meals based on your per diem rate, GSA only reimburses for actual expenses. Original meal receipts must be included and should be detailed on your GSA Funding Form.
If you or your department associate have questions about how to fill out certain sections of the E-TERV because it is being sent to GSA, please contact GSA. Leave the GSA account code & amount sections blank. |
| STEP 10: |
Obtain the necessary signatures and dates on your forms. You, your GSA Representative, and Department Chair must all sign the GSA Funding Request Form. You & your Dept. Chair will also need to sign the E-TERV. |
| STEP 11: |
Send your entire packet - E-TERV, GSA Funding Request Form, original receipts, and conference documents - to your specific School/College Business Manager for his/her signature. This should be done BEFORE the paperwork gets sent to GSA.
Request that the entire packet be fowarded to the GSA office:
Callie Kusto
GSA – St Louis University
319 Verhaegan Hall
3634 Lindell Blvd., St. Louis, MO 63108.
Keep in mind, this step is still part of the 30 days you have to get your paperwork to GSA. We recommend that you submit your forms to your Business Manager 2 weeks before they are due to GSA. |
| STEP 12: |
The paperwork for reimbursement can take up to 4 weeks to complete, depending on the time of year. You should receive your check within this timeframe, although at busier times, it may take a little longer. Disregard any computer generated notices about overdue travel that you may receive. If you are/have recently been an employee of SLU, your reimbursement will get directly deposited. Checks are typically sent to you via your Grad School Department. If you are concerned about your reimbursement, you may contact the GSA office only after 4 weeks have elapsed. Before then, no follow-up with Finance will occur.
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| HAVE QUESTIONS? |
If you have questions on this procces, your GSA representative is your first point of contact. If you are not sure who your GSA representative is, check our contact page.
For additional information, please contact the GSA office located in 319 Verhaegen Hall, 3634 Lindell Blvd., St. Louis, MO 63108. Phone: (314) 977-2234. E-mail: gsa@slu.edu |
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*The downloadable forms require the Adobe Acrobat Reader program. |
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