Funding

GSA Funding Guidelines 2008-09

General Info
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 programs, lectures, or seminars, including those 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. 

See your GSA representative or our FAQ page for more info.

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

Step 1: Remember to retain original receipts - INCLUDING BOARDING PASSES!

Step 2:    Obtain a copy of the GSA Funding Form* (online or usually from the dept rep).
Step 3:  Complete the funding request form, which includes obtaining a TRIP ID#.  See steps 1-8 below for this process.

1. Log into BANNER SELF SERVICE.
2. Under the Main Menu, CHOOSE EMPLOYEE (even if you are not a grad asst of any type).
3. Then click on TRIP MENU.
4. Then choose one of the following, depending on your employment status:
1. Create a trip for a SLU employee
2. Create a trip for a NON – SLU employee
5. Enter all necessary trip info.
6. FOR DEPT # use – D186
7. You will then be given a trip ID # which is the first piece of information to be included on the GSA funding form
8. If you have any trouble, all dept. associates (secretary) have been Banner trained and can help you.

Step 4:   Fill out the remaining information 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 information under FUNDING INFORMATION section.  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 travel expenses on the funding form itself.  You must include the ORIGINAL RECIEPTS (e.g. airfare, hotel, restaurant, cab fare, etc.) If you purchased your airline ticket electronically, YOU MUST INCLUDE YOUR BOARDING PASS/ES 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 DEDUCT FOR AIRLINE TRAVEL WITHOUT SUBMITTING BOARDING PASSES.
Step 8:  For GROUP TRAVEL, please make copies of the receipt(s) for whichever travel expense(s) were shared for each group member. 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), as well as the name of the person submitting the original receipt. NOTE: The travel department will not process the funding requests until the original receipts are submitted!
Step 9:    Obtain the necessary signatures on your form.

A. You must sign and date the Funding Request Form
B. Your GSA Representative must sign and date the Funding Request Form
C. Your Department Chairperson must sign and date the Funding Request Form

Step 10: WITHIN 30 DAYS OF TRAVEL, submit the Funding Request Form and the original receipts.

TO:  Callie Kusto
GSA – St Louis University
319 Verhaegan Hall
3634 Lindell Blvd., St. Louis, MO 63108.

Step 11:  REIMBURSMENT 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.

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).  You must use your dept # if requesting from dual sources.

2.   Fill out the E-TERV -  usually done with assistance from your dept assoc/secretary - listing ALL of your expenses including a TRIP ID #. 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.

1. 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.
2. DO NOT fill out “Net amount due traveler” section. 

4. 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.
5.  Obtain a current 2008-09 GSA Funding Request Form from your dept rep or GSA’s website. 
6. 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.

7. Obtain the necessary signatures & make photocopies of all reimbursement submission documents for your personal records.  You, Your GSA Rep & Dept Chair must sign & date the GSA Funding Request Form.

8. Give TERV and all other documents to your dept assoc for Dept Chair signature on both the TERV and the GSA forms.

9. 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.

10. 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.

11. 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 977-2234