Travel Grant FAQs

Please see below for the general questions related to travel grants. Please feel free to email gpsa.travel@gmail.com if you do not find answers to your issues or concerns here.

APPLICATION AND DEADLINES

How do I submit an application?

You will need to create an applicant profile in GPSA’s zoomgrants application site following the instructions below:

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 will only need to create a profile once. You can use the same user profile for applying to any GPSA travel/research grant program.

For students who are also 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

Where do the funds come for these grant programs?

Travel and research grants are funded from graduate student fee money and Educational Outreach and Student Serices (EOSS) funds from the university.

Who oversees these programs?

GPSA’s Office of Internal Affairs oversee both research and travel grant programs. This includes Vice President of Internal Affairs, Director of Travel, Director of Research and the Internal Affairs Committee.

When will I be notified about decision on my application?

Applicants are notified no later than the 30th of the month they applied if not sooner.

Can I receive advance on my grant funds?

GPSA does not offer travel advances. Travel grants are only available for reimbursement.

Can I submit multiple applications during an academic year?

You can submit multiple applications as long as the sum total of the requested amount does not exceed the allowable maximum ($950).

Can I change my travel dates and location after the application is approved?

No. Travel dates and locations cannot be changed after an application is approved.

My group is applying for a Group Travel Grant. Do we each need to submit an application or should we submit one application for the group?

Only one application should be submitted for the group.

Can you add/remove group members after approval?

You cannot add group members to an approved group travel application. However, it is okay if one of the approved group members is unable to travel due to extenuating circumstances.

What if I am unable to travel after awarded funding?

Please email us at gpsa.travel@gmail.com so that we may reallocate those funds to the next eligible applicant.

If awarded partial funding, may I reapply if eligible during the next cycle for the remaining portion of funds?

Yes. If you are awarded partial funding due to budgetary constraints, you may reapply for the remaining portion if eligible during the next cycle.

If I am unable to use awarded funds, can I use them for a conference in the future without submitting another application?

You will not be able to use the awarded funds for a future conference. You will have to reapply again.

I will be applying for jobs this year, but I do not have any interviews scheduled. Can I still apply for the Interview Travel Grant?

Yes. In your application, you will need to describe the types of jobs you are applying for and your qualifications for those positions. You do not need to have any interviews scheduled at the time of application but you definitely need to provide scheduled interview documentation when requesting a trip in Concur.

How can I make my application competitive?

Be specific and detailed in providing your answers. For example, provide a description of your service that lets the reviewers know the time commitment involved, the length of service, and how recently you’ve served. Remember your application will be judged by an interdisciplinary audience, so your responses should be accessible to people not in your field. Be sure your application is complete (Group, Interview, and Internship all require supplementary documentation).

What does and does not count as service?

Examples of GPSA Service: Executive board member; Director; Assembly member; Reviewer for Research, Travel, or award programs; GPSA volunteer for professional development events, social events, GPSA programming; active event participant and attendee

Examples of ASU campus/field/community service: Local community service; GSO (graduate student organization) leadership or involvement; ASU campus event volunteer; university boards and committees participant; department volunteer (e.g. mentors, group leader, orientation leader); professional association volunteer (journal editor, reviewer, committee leader); Graduate Education volunteer (e.g. T.A. Mentor and trainer)

Anything an applicant is PAID to do (e.g. Ta/RA/GA/MI, etc.) is NOT service.

Issues with Zoomgrants

Zoomgrants does not seem to be saving my answers. What can I do?

Please try clearing the cache and switching browsers. This seems to happen the most if you are trying to copy and paste from another source like a word document. We suggest typing your answers directly in zoomgrants.

Zoomgrants is issuing an error with my budget table. How can I resolve it?

In cases like when there are no registration or hotel costs, zoomgrants does not like to leave the fields blank in the budget table. We suggest including some nominal amount like one cent or a dollar. Please do not use any $ symbols in front of the numbers.

Concur and Travel Issues

I am having issues accessing MyASUTrip. What can I do?

Feel free to email MYASUTRIP@asu.edu or call at (480)965-3111 if you have questions about recalling or submitting the actual trip in Concur.

How to submit travel request on concur?

Please refer to the award letter for instructions on how to submit a travel request on concur.

Can I purchase two one-way tickets instead of a round-trip ticket?

Yes, but you should provide us a 21 day comparison of the round trip ticket. You will be reimbursed the lesser of the two costs.

Can I purchase my air ticket through concur?

No. GPSA does not reimburse flight tickets purchased through concur.

Can I include personal travel from the conference location and fly back from a different airport/location?

You may include personal travel and fly back from a different airport. However, you should provide a 21 day comparison of the round trip flight ticket to/from Phoenix and the conference location and you will be reimbursed the lesser of the two costs.

My conference does not have a brochure. What should I do?

You may save a pdf of the website specifically showing the dates and location. Also, include the conference program if applicable. Providing just a link to the conference website is not acceptable.

Where do I find the award letter to upload to concur?

The email notification from zoomgrants is your award letter. Please save it as a pdf and upload it on Concur.

Concur asks for an account number on the request header. Where do I find it?

The account number is provided on the award letter.

I am having trouble locating the account signer. What should I do?

The account signer is directly related to the account number you enter on the header page. If you included the account number provided in the award letter, you should not have any issue locating the account signer.

Where do I submit the post-travel testimonial?

Please login to zoomgrants to access your submitted application. You will find a placeholder to submit the testimonial under the “Required Supplementary Documents” tab.

What should I do if I have funding from multiple sources?

Please follow the instructions on the award letter to obtain approval from multiple sources.

Do I need to save receipts to get reimbursed for meals?

GPSA reimburses per diem which is a pre-determined amount based on your destination for which no receipts are required. Please do not choose Non-Standard meal allowances or Business Meals.

I am sharing the hotel room with fellow students. How do I submit the receipts?

You’ll need to provide proof of payment for your portion in addition to the hotel folio. If you paid the hotel directly for your portion, that should be reflected on the folio, if not you’ll need to provide a copy of your bank/credit card statement showing your amount. If someone else paid for it on your behalf, you’ll need to provide proof of payment to that individual via cancelled check, confirmation from GooglePay, PayPal etc. along with the hotel folio.

How long does it take for the trip request to be approved?

Trip requests are processed in the order of student departure. Volume plays a crucial role in the timetable as well which is why we encourage and suggest you submit a request 10 days prior to departure.

Will I receive a notification when the trip request is approved?

You will receive an email from Concur when the status of your trip changes.

Expense Report and Reimbursement

Will the taxi fare to/from airport/home be reimbursed?

GPSA does not reimburse taxi fare to/from home/airport in Phoenix.

 How do I submit expense reports when I have funding from multiple sources?

Please follow the instructions on the award letter to obtain approval from multiple sources.

How long does it take to receive my reimbursement?

The expense reports are processed in the order received and it may take up to 6 – 8 weeks to receive your reimbursement.

How will I receive the reimbursement?

If you are on ASU payroll and are enrolled in direct deposit, you will be reimbursed to your bank account. If not, a check will be mailed to you.

Will my checked bag fee be reimbursed?

No, GPSA does not reimburse checked bag fees.

I need to print a poster and will those costs be reimbursed?

GPSA does not cover the costs of printing a poster.