Individual Travel Funding
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P.O. Box 873402
Tempe, AZ 85287-3402
Phone: (480) 727-9870
OFFICE HOURS – The Director of Travel, Sravani Vadlamani, will be holding office hours at the Tempe Graduate Student Center to answer applicant questions about all GPSA travel grant programs. Office hours will be held weekly from 2:30 – 4:30 PM on Mondays starting August 23, 2016. Please visit her if you have questions about your application or would like feedback/advice before submission!
The GPSA Individual Travel Grant exists to support and promote the success of ASU graduate and professional student research and professional development by increasing ASU’s reputation as a Research Extensive Institution; promoting the ASU graduate and professional student community at large; and fostering opportunities for professional growth.
The funds awarded from this program are used to support individual student travel to regional, national and international conferences, trainings, workshops, exhibitions, performances, competitions and other activities directly related to students’ graduate programs of study or professional development.
OVERVIEW & ELIGIBILITY
- This program runs on a monthly cycle.
- You must be a current ASU graduate student enrolled in at least one graduate level credit at the time of application and time of travel (summer enrollment not required) to apply
- Travel MUST be directly related to the applicant’s program of study
- Students are eligible to apply for several grants up to a maximum of $950 in individual travel grant funding per academic year (July 1 through June 30)
- Funding is not guaranteed as applications are selected competitively
- GPSA uses a system called ZoomGrants to receive and review all applications
BLIND REVIEW PROCESS
You MUST remove your name from any verbiage and/or documentation in your application, e.g. resumes/CVs, the signature line (please just initial as the directions state). Failure to do so negates the blind review process and will result in disqualification of the application.
- An application must be submitted no later than 11:59 PM AZ time on the 1st day of the month prior to the month of departure. Example: If traveling on October 22, the online application is due no later than September 1st at 11:59 PM AZ time
- Applications are peer-reviewed monthly, after the 1st. Each month constitutes a travel funding cycle
- GPSA will review applications for travel no earlier than 2 review cycles (2 months) prior to departure. Example, if traveling on October 22, you may choose to apply during the August funding cycle (due August 1). In this instance, you can request feedback, edit, and re-submit your application if not initially selected, but you MUST create a new application in ZoomGrants.
- GPSA will review applications for travel no earlier than 2 review cycles (2 months) prior to departure
- Deadlines and completed information are essential to processing requests in a fair and orderly manner. In order to ensure the integrity of the application process, no exceptions will be made to program guidelines or deadlines. GPSA does not fund retroactively. To receive funding, you must apply before you travel
- The Travel Grant will cover costs of airfare, fuel/mileage if driving your own vehicle, ground transportation (taxi, shuttle services, trains, public transportation), hotels/lodging, meals, and event registration
- The cost of your meals can be calculated using the daily rate determined by ASU (per diem) for your destination. To determine this rate, visit https://cfo.asu.edu/travel-perdiem
- The Travel Grant will not cover the cost of rental cars, phone calls, internet access charges, or any expense prohibited by university policy. Expenses paid in cash are not reimbursable. Only pay with credit card or check.
- One-Way Fares: If you decide to purchase two one-way airfares instead of a round-trip fare, you will need to print a quote of a round-trip fare at the time your one-way fares were booked, in order to demonstrate to the ASU Travel Department that the round-trip fare is in fact more expensive.
- GPSA will not give travel advances for any reason.
If you are planning to drive your own vehicle and request mileage reimbursement, the ASU Travel Dept now requires extra documentation:
- At least 21 days prior to your departure date, you will need to print proof of airfare for your trip, to demonstrate to ASU that your mileage will cost less than flying. The Travel Dept will reimburse drivers for either a) the cost of airfare + $50 estimated ground transportation OR b) the calculated mileage expense, whichever is less.
- If there are less than 21 days until your departure and you decide to drive, simply request an airfare quote for a flight to your destination 21 days from the current date. (It does not matter if the flight on the airfare quote matches your actual departure date.)
Applicants will be notified of the status of their application no later than the 30th of the month prior to their month of departure. If an applicant does not receive an email notification, it is the applicant’s responsibility to inquire of his or her application status. Partial awards may be given.
- Notification emails are sent to applicants approximately two to three weeks after each cycle deadline.
- Please add to your address book the email email@example.com as notifications are sent directly from the ZoomGrants system.
APPLICATION PROCESS OVERVIEW
STEP 1: REVIEW THE PROGRAM GUIDELINES
- Carefully review the program guidelines to determine if you are eligible to apply for the Individual Travel Grant Program.
- Begin researching the costs and logistics for your trip.
STEP 2: CREATE A ZOOMGRANTS PROFILE AND START YOUR APPLICATION
You will need to create an applicant profile in GPSA’s ZoomGrants application site. To do so, follow the instructions below. For instructions with images, see How To Submit Your Application in ZoomGrants.
First Time Users
- Click here to create a new profile in ZoomGrants
- On the right side of the page, you will see an area called “New ZoomGrants Account”– Enter in your information and make sure to choose an email you want associated with your applicant profile.
- You can use the same user profile for applying to any GPSA TRAVEL/research grant program.
- You will only need to create a profile once
For students who are also serving as reviewers
- If you have a ZoomGrants reviewer profile from reviewing for a competition, but have never created a regular user profile, you will need to create a separate user/applicant profile with a unique email address in order to apply for a grant.
- Instructions on how to create an ASU alias are included here.
How to Start a New Application in ZoomGrants
To start a new application, select the Travel Grant Program from the menu of open programs and then select ‘APPLY’. You will see this listed under the “Open Programs” section of the ASU Graduate and Professional Student Association Page on ZoomGrants.
You must be on GPSA’s ZoomGrants page to start and submit an application. You can only locate this page via this direct ZoomGrants link.
STEP 3: SUBMIT YOUR COMPLETE APPLICATION THROUGH ZOOMGRANTS
Once you have started a new Travel Grant application in ZoomGrants, you will be asked to provide:
- General information about yourself (Identification Information)
- An overview of your service to ASU, the significance of your travel, and how the travel connects your field of study/professional development
- Information about the event you are planning to attend and your role in the event.
- Information about the primary purpose of your travel (whether to participate in an academic conferenceor another professional development opportunity)
- The costs of your trip and budget justification
The application will ask you to designate that you are applying for the individual travel grant program, and further, select the primary purpose of your individual travel. You will select Individual Travel Grant: Academic Conference or Professional Development if you are traveling for any of the following:
- your primary purpose of travel if you are presenting a paper or a poster;
- You are sitting on a panel
- You are serving any other leadership role at an academic conference (such as committee chair, facilitator, etc.).
- You are attending a conference for networking purposes
- You are attending a workshop or training
- Giving a recital or performance not within the context of an academic conference
- Delivering an invited address that is not better described as an academic conference presentation
- Participating in a competition related to your program of study
- Attending any other event or activity related to your program of study.
- Applications for professional development opportunities rely strongly on one’s argument for the significance/importance of the activity.
ZoomGrants has an autosave system, therefore you may save your application and return to it later. Once you have completed the entire application form and reviewed it for errors, make sure you have agreed to the grant rules and submit the application. Applications that have not been fully submitted by the deadline will not be considered for funding, under any circumstances.
Important Reminders about Your ZoomGrants Application
- Be sure to complete the entire application; applications missing information will not be selected for funding.
- You must generate a new application for each travel application cycle.
- Some users have reported difficulty with applications when using Internet Explorer. If this happens to you, please try a different web browser.
STEP 4: NOTIFICATION & NEXT STEPS
A notification will be sent (to the email address you provided at the time of application) no later than the 30th of the month in which the deadline falls. If you do not receive a notification, it is your responsibility to contact the Director of Travel (firstname.lastname@example.org) in order to inquire about the status of your application. We do not expedite award decisions for any reason.
If you ARE awarded a Travel Grant
- You will receive an Award Letter with specific instructions from the Vice President of Internal Affairs. This letter will include all necessary directions, including instructions for creating a MyASU Trip Request. Your Travel Request must be approved before you depart.
- It is imperative that you follow all instructions in the award letter in order to be reimbursed.
- Make sure your email address is verified in the My ASU trip system and e-mail all receipts to email@example.com, including conference program documentation if staying at a conference hotel whose rate is higher than the lodging per diem. Hotel receipts must be itemized. If you are sharing a room, you will need proof of hotel occupancy/proof of payment for your share of the hotel bill. Also keep a copy of any event registration forms or other proof of registration payment.
- Upon returning from your trip, you must create an expense report from your approved trip request no later than 5 business days after your return. This link, https://cfo.asu.edu/node/17157 gives detailed instruction on how to complete the expense report. Before submitting the expense report make sure that Sandra Foley is listed as the Approver/ Account signer or an Additional Approver/Delegate. If you do not receive reimbursement within 30 days, contact the Office Manager or visit the Tempe Graduate Student Center during normal business hours.
In addition to abiding by all program guidelines and requirements, grant recipients must agree to provide a brief written statement or sound bite describing how the travel grant contributed to their academic/professional development, for use on the GPSA website and promotional materials. Pictures can also be submitted, but not in lieu of the written or recorded statement. This should be submitted via the Supplementary Documents section of ZoomGrants. You can upload this report as an attachment directly on the ZoomGrants website. You will need to log-in after you are awarded funding and upload this as an attachment.Additionally, acknowledgment of GPSA support must be included on any academic posters, PowerPoint presentations, or any other materials presented or distributed at a conference or professional development event.
YOU MUST SUBMIT THIS REPORT WITHIN 5 DAYS OF YOUR RETURN. Failure to comply may rescind your travel grant.
HOW TO IMPROVE YOUR APPLICATION
- Within the application, provide a well-composed and compelling argument for the significance of your travel and how it relates to success in your graduate program of study
- Demonstrate outstanding current or past service to GPSA, the university, and your field
- Submit a complete and realistic budget
- Ensure that no information is missing from your application
- In addition, funding priority may be given to applicants who have not been awarded funds in the past. Please note that this is a highly selective grant competition. Correctly completing an application does not ensure funding. Each month, many excellent applications are not selected for the grant because of the large number of requests submitted and the limited availability of funds. We encourage you to submit your application at least two months prior to your travel date. Some months are less competitive than others.
- Make sure to describe your ROLE in the event (e.g. your research, poster, panel) not just the EVENT.
If you are not selected for a Travel Grant
You may choose to apply again if the final deadline has not passed for your trip. Remember, applications are due by the 1st of the month prior to the month of departure. Once your application status has been updated in the ZoomGrants system, you may start a new application. Refer to the program guidelines for strategies to increase the quality of your application to reviewers.
If you believe a mistake was made in the review process, you may appeal the rejection within 3 days of the notification date. The following procedure shall be followed for all appeals:
- Submit a written complaint specifying in a tangible and concrete way the error of the decision to deny your award to the GPSA Vice President of Internal Affairs.
- Denials of funding based on negligence or ineligibility (e.g., incomplete applications, falsified applications, requests for funding outside the scope of the grant) will not be reconsidered.
- All decisions by the VP of Internal Affairs or the VP of Professional Development are final and may not be re-appealed.
- Decisions will be made within 5 business days following submission of appeal.
- The GPSA and its administrators are not responsible for technological failure. Technical support can be contacted by visiting the application website.
- The GPSA and its administrators are not responsible for any lost, destroyed, or otherwise delayed applications or for any resulting loss of funds by their own negligence.
- No awards are guaranteed, and the GPSA Vice President of Internal Affairs and Vice President of Professional Development may rescind any travel grant for any reason at any time without prior notification.
- Program guidelines are subject to change at any time, with or without notice.
- Applicants are strongly encouraged to communicate with respect towards officers, staff members, or GPSA representatives in all correspondence. If you are unable to comply with this request you will be expelled from participating in all future travel grants for the current academic year. You will then be submitted to the Graduate College for disciplinary action in accordance with ACD125.
If you have any questions please contact us at firstname.lastname@example.org
Please note that all applicants for any GPSA program must submit their own unique, individual applications to all GPSA-funded programs. Students are not permitted to take any portion of content from prior student awardees for any reason whatsoever. Any student caught using the work (in any portion) from another student or copying their own material from a prior application will be considered in violation of GPSA’s policy. Such action will prohibit the student in question from being eligible for the current application in consideration, and may inhibit eligibility for future GPSA funding applications. In summary, each application must be your own original work.
Given that we are a student entity within Arizona State University, GPSA mandates that all students act within the university’s academic integrity policy found HERE.