Travel Grant Application Instructions
LOCATION: Tempe Campus
START DATE: July 20th, 2015
P.O. Box 873402
Tempe, AZ 85287-3402
Phone: (480) 727-9870
GPSA’s Individual Travel Grant program requires pre-application preparation and submission/approval of numerous forms of documentation. It is your responsibility to adequately complete each step of the process in order to successfully submit your application. Applications are not reviewed more than two months in advance of your date of travel. Applications are due on the 7th of every month, the month PRIOR to your travel.
Example: If you are traveling in October, you must submit your materials by September 7th.
If you have questions about this process, please reach out to email@example.com
APPLICATION PROCESS OVERVIEW:
- REVIEW THE PROGRAM GUIDELINES
- SUBMIT A TRAVEL AUTHORIZATION FORM
- CREATE A ZOOMGRANTS PROFILE & START YOUR APPLICATION
- SUBMIT YOUR COMPLETE APPLICATION THROUGH ZOOMGRANTS
- NOTIFICATION AND NEXT STEPS
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: Submit An Online Travel Request In The MyASU Trip System
- In addition to the online Travel Grant application in GPSA’s ZoomGrants site (described below in Step 3), you must submit an ASU Travel Request Online at the time you apply.
- If you already have an online Travel Request completed for this trip (to use with another funding source), do not complete a new form; you will simply add GPSA’s information to the existing form.
- All applicants must complete an Online Travel Request via The MY ASU TRIP system.
On the MY ASU TRIP request, you must designate an Account signer/ approver. If GPSA is your sole or primary source of funding, designate Stacy Porche (ID: sporche) as your ‘Account signer’. You will also use account number AF5 1090. If another department is your main funding source and you would like them to manage your receipts/reimbursement, you must designate Stacy Porche (ID: sporche) as an additional ‘approver’.
The cost of your meals will be calculated on the MY ASU Trip System by using the daily rate (per diem) for your destination. This will be calculated automatically. It will be entered as “daily allowances.”
Lodging is reimbursable at a per diem rate, unless you are staying at an official conference hotel, which may be reimbursed in full. In order to be reimbursed for a conference hotel’s higher rate, travelers must provide documentation (from the event website or program) indicating that their hotel was an officially designated conference hotel.
For additional step-by-step instruction on how to complete the MY ASU TRIP Travel Request, please refer to this link, https://cfo.asu.edu/node/17153.
STEP 3: create a zoomgrants PROFILE & START YOUR APPLICATION
Once you have completed a TA Form (electronic or paper), you may start your GPSA Travel Grant application. To do so, you will need to create an applicant profile in GPSA’s ZoomGrants application site.
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 grant program.
- You will only need to create a profile once
Note: For students who are also serving as reviewers (judges):
- If you have a ZoomGrants judge 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.
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.
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 4: 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
- Information about the primary purpose of your travel (whether to participate in an academic conference or 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 either:
1) Individual Travel Grant: Academic Conference or
2) Individual Travel Grant: Professional Development
Academic Conference vs. Professional Development:
The two tracks of the application exist only in order to give the applicant a better opportunity to describe the purpose of his or her travel. One track is not regarded as more or less meritorious than the other, as applications are reviewed together in one pool. Attending a conference for networking purposes is not generally considered to be of lesser merit than presenting at a conference; rather, reviewers will take into account the significance of the travel to the applicant’s program of study, as described by the applicant within the application, relative to the competing applications submitted in a given funding cycle (i.e., month).
You will select Academic Conference Travel if:
- 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 will select Professional Development if:
- 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, there 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.
- The application will ask for your TA Form number (See Step 2 above). Applications that do not include a valid TA Form number will not be selected for funding.
STEP 5: 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.
If you ARE awarded a Travel Grant:
- Be sure that Stacy Porche (ID: sporche) is listed as either the Approver/ Account Signer or an Additional Approver. 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. Your Travel Request must be approved prior to departure. 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 Stacy Porche (ID: sporche) is listed as the Approver/ Account signer or an Additional Approver. If you do not receive reimbursement within 30 days, contact the Office Manager.
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
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 7th 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.
IMPORTANT NOTES AND REMINDERS:
- Stacy Porche (ID: sporche) must be listed as the main approver or you must add her as an additional approver.
- The Account Number to use on the Travel request is AF5 1090.
- NOTE: Please DO NOT submit applications more than two (2) months in advance (e.g. If you submit by March 7th 20xx, you must be traveling in April or May of 20xx). Effective September 2010, GPSA will review applications for travel no earlier than two (2) review cycles (months) prior to departure. For assistance, see the program guidelines.
- Note Regarding 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.
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