GSA FUNDING GUIDELINES

All funding requests MUST include a Trip ID #

(see below for instructions)

ALL REIMBURSEMENT REQUESTS MUST BE SUBMITTED TO THE GSA OFFICE WITHIN 30 DAYS OF TRAVEL --- NO EXCEPTIONS!!

IF YOU ARE REQUESTING FUNDING FROM BOTH YOUR DEPT AND GSA THEN YOU MUST FOLLOW THE INSTRUCTIONS FOR DUAL FUNDING (BELOW)

The Graduate Student Association (GSA) provides funding assistance to current graduate/professional students from within the Graduate School of Saint Louis University, whose departments are in good standing with GSA. GSA does not fund reimbursement for travel or activities in advance, nor do we fund any conferences, lectures or seminars associated with any type of continuing education credit(s), certification or review. Students will be reimbursed according to GSA funding policies. Listed below are the activities funded by GSA. 

Funding Category:	Dollar Limit:
I. Travel to Annual Academic or Association Conferences* Note: Any Students who receive funding from GSA and another University funding source, such as their dept or a grant account, must be sure to send ALL the final and signed Electronic Travel and Entertainment Voucher (E-TERV) documentation into GSA, including all account numbers and paperwork from the other department that is co-funding or reimbursing. GSA is the final step prior to submission to financial services. If students have any questions they should contact their departmental rep or call contact the GSA Grad Admin for assistance.	A. Conference Attendance only: 50% of allowable costs up to the maximum amount of $225 . B. Conference Presentation: a percentage 50% of allowable costs up to a maximum amount of $425 (***requires a copy of your abstract of presentation material- poster or paper and name must be listed in the conference program) C. If obtaining funding from more than one source (i.e. dept and GSA) then you will need to follow the steps outlined below or see your dept rep for necessary info. You cannot submit more than one funding request for the same trip.
II. Publishing Assistance*	Maximum of $125 per request – Abstract of article published must accompany paperwork.
III. Poster Presentation Materials*	Maximum of $75 per request. – Abstract of poster must accompany paperwork.
IV. Departmental Allocation**	Minimum allocation of $120 Maximum of $500
V. Brennan Awards – Spring only	A. Fellowship for Exam Preparation (2 available at $500 each) B. Fellowship for Master’s Thesis Research (2 available at $1000 each) C. Fellowship for Dissertation (2 available at $2000 each)
VI. Research Symposium Awards – Spring	A. 1^st prize = $200; 2^nd prize = $150; 3^rd prize = $100 B. Poster Format (Biological Sciences) C. Poster Format (Social and Physical Sciences) D. Paper Format – Social Sciences and Humanities

*For conference travel requests, publishing assistance, and poster presentation reimbursements, requests are limited to 1 category per semester for each graduate/professional student as along as the student’s department has met GSA eligibility requirements and is in good standing with GSA.. See your GSA representative for more info.

**To receive the departmental allocation the department's GSA representative must meet GSA eligibility requirements. Please see your GSA representative for more information.

Note: Please submit your funding request within 30 days of conference travel. For publishing assistance requests, they must be received within 30 days from date on receipt.

GSA Regular Funding Request Process – DUE WITHIN 30 DAYS OF TRAVEL – NO EXCEPTIONS!

Step 1: Remember to retain original receipts in case of loss of originals - INCLUDING BOARDING PASSES

Step 2: Obtain a copy of the GSA Funding Form (usually from the dept rep)

Step 3: Complete the funding request form INCLUDING OBTAINING A TRIP ID #

TO OBTAIN A TRIP ID # FOLLOW THE FOLLOWING STEPS

A. From the slu.edu home page and drop down menu go to BANNER SELF SERVICE

B. ENTER SECURE AREA

C. CHOOSE EMPLOYEE (even if you are not a grad asst of any type)

D. TRIP MENU

E. THE CHOOSE ONE OF THE FOLLOWING:

a. Create a trip for a SLU employee

b. Create a trip for a NON – SLU employee

F. Enter all necessary trip info

G. FOR DEPT # use – D186

H. You will then be given a trip ID # which is to be included above your banner ID # on the GSA funding form

I. If you have any trouble all dept. associates (secretary) have been Banner trained and can help you.

Step 4: You must include the original receipts (e.g. airfare, hotel, restaurant, cab fare, etc.)

Step 5: If you purchased your ticket electronically, YOU MUST INCLUDE YOUR BOARDING PASS/ES along with the ticket confirmation that includes the price of the ticket. IF FLYING SOUTHWEST AIRLINES – OR ANY OTHER AIRLINES WHO RETAINS BOARDING PASSES – THEN YOU MUST PRINT AN EXTRA COPY TO INCLUDE WITH YOUR REIMBURSEMENT REQUEST. YOU CANNOT DEDUCT FOR AIRLINE TRAVEL WITHOUT SUBMITTING BOARDING PASSES.

Step 6: If you traveled in a group, please make copies of the receipt for each group member and indicate the names of the persons who shared the travel expenses. However, one person in the group must submit the original receipts. Please note the group member who will be submitting the original receipts. THE TRAVEL DEPARTMENT WILL NOT PROCESS THE FUNDING REQUEST UNTIL THE ORIGINAL RECEIPTS ARE SUBMITTED.

Step 7: 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.

Step 8: You must then sign and date the Funding Request Form

Step 9: Your GSA Representative must sign and date the Funding Request Form

Step 10: Your Department Chairperson must sign and date the Funding Request Form

Step 11: Submit the Funding Request form and the original receipts to – WITHIN 30 DAYS OF TRAVEL TO: Callie Kusto

GSA – St Louis University

319 Verhaegan Hall

3634 Lindell Blvd., St. Louis, MO 63108.

Step 12: Reimbursement usually takes about 3-4 weeks to complete and receive your check. Checks are sent to you via your Grad School Department – disregard any computer generated notices about overdue travel that you may receive.

Your GSA representative is your first point of contact regarding GSA funding. If you are not sure who your GSA representative is, check our home page or email gsa@slu.edu. Please remember: according to the GSA Constitution, funding is available only to students from departments that are in good standing. Check with your GSA department representative for more information or email the GSA office for eligibility confirmation. All funding requests must be submitted in the semester in which the expense was incurred and COMPLETED REQUESTS ARE DUE INTO THE GSA OFFICE WITHIN 30 DAYS OF CONFERENCE TRAVEL RETURN --- NO EXCEPTIONS!!!. Original receipts must be submitted with the reimbursement request. (revised August 2008)

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. The downloadable form requires the Adobe Acrobat Reader program.

GSA – Dual Funding Instructions (for Travel Reimbursement from two sources i.e. Departmental and GSA)

Note: These instructions are only for how to obtain reimbursement through both the department and GSA. If you only are applying for reimbursement from one or the other, these instructions do not apply. You can only apply for reimbursement from the department if you have been notified that money has been allocated specifically for your trip. Generally, you can apply for money from the department when you travel to a meeting where you will be presenting either an oral presentation or a poster. If you are not receiving money from the department, you can still apply for reimbursement from GSA, following the guidelines listed above.

1. Obtain a Trip ID # from the Banner self-service website (see dept. assoc for assistance.)

2. Fill out the E-TERV - usually done with assistance from your dept assoc/secretary.

3. Fill out the TERV listing ALL of your expenses including OBTAINING A TRIP ID # - You must use your dept # if requesting from dual sources. Usually there are examples of TERV’s if you want guidance on how to fill it out. On the TERV, your meals can either get accounted for Per Diem (but not allowable by GSA) or they can be actual monies spent (allowable by GSA.) You can find your per diem rate on the SLU website (http://www.slu.edu/services/busfin/main/pages/busfin/search_per_diem_rates.html). Make sure the “Purpose of Trip” section gives the meeting name and your role in the meeting (i.e.: Present poster at OAH/APHA etc. conference).

3. Do not fill out the “Account Information” section. Instead, attach the letter you received notifying you of the money allocated for your trip. Your dept associate will fill out the Account fund title, number and amount. DO NOT FILL IN THE GSA ACCOUNT PORTION.

4. Do not fill out the “Subtract any 3rd party reimbursements” – unless items were prepaid by your Dept, then fill in as prepaid those applicable amounts.

5. Do not fill out “Net amount due traveler” section.

5. Attach all of your original receipts to the TERV, including BOARDING PASSES. Make sure you also include photocopies of the meeting program cover and pages where your name appears as a presenter (if applicable,) along with an abstract of the presentation.

6. Obtain a current 2008-09 GSA Funding Request Form from your dept rep or GSA’s website.

7. Fill out the GSA form listing ALL of your expenses. If you are not choosing to take per diem then you list your meals individually at their real costs. Make sure that all of your original food receipts are included with this form.

8. Sign and make photocopies of all reimbursement submission documents for your personal records
9. Have your Dept Chair and GSA rep sign your GSA form.

10. Give TERV and all other documents to your dept assoc for Dept Chair signature on both the TERV and the GSA forms.
11. Once signed, your packet will need to be sent first to your specific School/College Business Mgr – (see below)

College of Arts and Sciences - Beth Fuhr or Marie Halstead

College of Education & Public Service (COEPS) – Beth Laurence

School of Public Health – Kevin Stillman

Medical School - Finance Office

Parks School of Engineering - Finance Office

Nursing/Allied Health – Finance Mgr

Request that the entire packet be forwarded to:

Callie Kusto – GSA - (Verhaegen 319) for signature and final processing.

12. Remember, you have only 2 weeks days from the day you return from your trip to get the signed TERV to the Dean of Arts and Sciences office and 30 days to get the documents to GSA.
13. Keep in mind that the whole process takes about 3 – 4 weeks before you get your final reimbursement check mailed to your dept address.

Any questions please contact your Dept Rep or Callie Kusto in the GSA office

gsa@slu.edu or kustoar@slu.edu

GSA FUNDING REQUEST FORM – 2008/2009

**DUE WITHIN 30 DAYS AFTER CONFERENCE TRAVEL – NO EXCEPTIONS!!**

Student Information:

TRIP ID # ______________________(if necessary see GSA website for details)

Name: ___________________________________________ Banner ID # ___________________________

Department: ___________________ SLU Email ONLY: __________________________________________

Building /Room: _______________________ Do you receive a stipend or paycheck from SLU? _____________

Funding Guidelines: **Read carefully! Failure to follow these may result in delays or an inability to process your request!**

• Students may request 50% of total eligible travel costs up to $225 for attendance & $425 for presentation
• Only 1 Funding Request is allowed per student, per semester
• No per diem food allowance will be accepted by GSA
• If you attended a conference, you must attach:

1. A copy of conference program cover, which must include name, date and location of conference
2. Original receipts for ALL eligible expenses incurred and paid for by student
3. Boarding passes for flights MUST be included

4. Current year GSA Funding Request Form with ALL necessary signatures

• If you presented at a conference, you must attach :

1. All of the above paperwork for conference attendance

2. A copy of the page in the conference program with your name listed as a presenter

3. A copy of your abstract

· If you are seeking reimbursement from GSA AND a dept/SLU acct, then you MUST follow the guidelines on the GSA website for dual funding

Funding Information:

Requesting funds for: Conference Name: _________________________________________________________

Dates: _______________________________ Location: _______________________________________________

Date: Description: Dollar Amount:

Total cost: __________________ Total $ requested: __________________ (50% of total up to $225 or $425)

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Requesting Student: _________________________________________ Date: ________________

GSA Representative: ________________________________________ Date: _________________

Department Chair: __________________________________________ Date: _________________

Return to: Callie Kusto – GSA - Verhaegen Hall 319 - 977-2234 - gsa@slu.edu (rev 07/2008)