Graduate Student Council

TRAVEL GRANTS

Any Emory Laney Graduate School student is eligible to receive a LGSC travel grant of up to $250 to present a poster, paper, or talk at a single academic conference. A student may only receive funding ONCE per academic year (1 September through 31 July; Budgets are closed all of August), based on the date of the conference, and TWICE during his/her academic career at Emory.

2017-2018 ACADEMIC YEAR

ITTF- Fall 2017 (September – December): Closed

ITTF – Spring 2018 (January – April): Closed

ITTF - Summer 2018 (May – August): Summer 2018 Application Form

INSTRUCTIONS FOR THE GSC TRAVEL GRANTS PROGRAM

**MUST APPLY USING LINKS ABOVE!

You are required to submit your documents to LGSC within one month of returning from your conference, or before the semester deadline (typically first week of December, last week of April, and July 31st). If we do not receive it on time, your funding will be revoked, yet still count against your career limit of two (2) grants. 

I. CONDITIONS FOR TRAVEL GRANTS

  1. ALL expenses must be made with your own funds and then reimbursed. Do NOT directly charge your airfare or any other expenses to an Emory Smart Key account. 
  2. Do NOT pay for any expenses with cash.
  3. During your travels, save all of your ORIGINAL receipts. Accounts Payable will not accept any copies. These receipts must include the itemized list of purchases. If the receipt does not have your name on it, or you included a tip, you must show the credit card slip (e.g. last four digits of your card) as proof of transaction. If a receipt does not include the credit card slip, you will need to submit a credit card statement that indicates proof of purchase.
    1. Exceptions to this rule include hotel, flights, and conference registration; if you have an email invoice of the receipt, this is also acceptable.
  4. LGSC will NOT reimburse for personal expenses (clothes, etc.), subscriptions, or wages. You can, however, purchase meals from grocery stores (Publix sub, etc.) during conferences.

 

Listed below are more details about particular kinds of expenses.

 

II. FOOD EXPENSES

  1. Domestic travel: Original, itemized receipts are required for daily meal expenses. Again, all receipts must be itemized.
    1. If alcohol is purchased with a meal, it needs to be listed as a separate expense. For instance, if the total meal cost is $25, but $5 was for alcohol, you will need to enter 2 expenses in your report: under “MEALS - INDIVIDUAL” list a $20 expense and under “MEALS - ALCOHOL” list a $5 expense. However, you only need 1 receipt.
  2. International travel: Emory still allows for daily meal expenses to be reimbursed under per diem without receipts. Per diem rates for international travel are set by the US State Department: http://aoprals.state.gov/web920/per_diem.asp.
    1. For instance, if you are traveling to London, England for 5 days, and the per diem Meals & Inclement Expenses (M&IE) rate for that time period is $50, then you are eligible for 5x$50 = $250 reimbursement, without any receipts. You will have to provide:
      1. Your flight itinerary / receipt (e.g. proof of travel)
      2. Proof of conference attendance (e.g. the email saying your abstract was accepted, or a page with your name/presentation in the conference program).

 

III. TRANSPORTATION EXPENSES

  1. Flights: Airline reservations MUST be made through one of Emory’s air travel providers (For more information, click on the following link: http://www.finance.emory.edu/home/travel/air_travel/index.htmlIf you are purchasing an airline ticket or making a hotel reservation online, be sure to print out your receipts, not just the itinerary.
    1. If you accidentally did not book through an approved travel provider, you are eligible for a one-time waiver for the travel policy. You must email travel@emory.edu for approval (cc the Travel Clerk).
  2. Personal Vehicles: Emory does NOT reimburse gas receipts. If traveling by your personal car, Emory reimburses mileage @ .54/mile. You must provide Google map of distance traveled from your home address to the conference/hotel location (not just city to city).
  3. Taxis/Lyft: LGSC will reimburse for taxi rides to/from the airport, or at your conference destination. Email/digital copies of receipts are acceptable, so long as your name or card are listed on the invoices.

 

III. FILING YOUR EXPENSES

Regardless of the expense, you must provide:

  1. Proof of conference attendance. This can be your abstract in the program, or an email confirming that your abstract was accepted.
  2. Any of your original receipts (food, etc.) to a standard-sized piece of white paper. Receipts must include BOTH the credit card slip and itemized list of purchases. 
  1. If the receipt that shows the proof of purchase (credit card numbers) does NOT have your name also listed, you must submit either your bank statement showing the purchases made OR a picture of your credit cards used that shows the numbers match your name. (ONLY the last 4 digits—you can white out the other numbers.) 
  2. There is quick turnover for getting reimbursed, but if you have multiple kinds of expenses (food, alcohol, travel), there will be a separate form for each one, which must be submitted to B. Jones on separate days.
  1. Any digital receipts (flight, hotel, etc.) can also be printed out, or emailed to the Travel Clerk.
  2. Submit both the original receipts and proof of conference attendance to the Travel Clerk’s mailbox in 305 Whitehead Biomedical Research Bldg (Department of Human Genetics, 3rd floor, right next to a fridge/printers). Email the LGSC Travel Clerk once these documents have been dropped off, as well as your preference for small dollar or check request.
  1. If you only have digital receipts, you can just email your documents and proof of conference attendance to the travel clerk.
  1. These documents must be submitted within 30 days after the completion of your conference, or your travel grant will be revoked. This will still count against your lifetime limit of 2 LGSC Travel Grants.
    1. If you only have digital receipts, you can just email your documents and proof of conference attendance to the travel clerk.
    2. Do NOT attempt to fill out any of these forms yourself. The Finance Office will not accept any reimbursement forms that are not personally filed by the LGSC Travel Clerk.


IV. TYPES OF REIMBURSEMENTS

Your options for reimbursement depend on whether or not your conference travel is supplemented by PDS funds.

 

If you did not receive PDS funds:

This is the only route for students in GDBBS. There are two options for reimbursement.

  1. Small Dollar Reimbursement: This is a cash reimbursement. Once approved by the LGSC Travel Clerk, you will bring your paperwork to the cash windows in the basement of the B. Jones Building (right in front of Barnes & Noble) to receive your reimbursement. You must have the approved form and your Emory student ID, but do not sign the form yourself until you present it at B. Jones. 
    1. There is quick turnover for getting reimbursed, but if you have multiple kinds of expenses (food, alcohol, travel), there will be a separate form for each one, which must be submitted to B. Jones on separate days.
    2. For instance, if you spent $100 on food and $150 on a plane ticket, and go the small dollar route, you will have two forms. You will have to go to B. Jones on two separate days (ex. Monday and Tuesday) to get your full $250 reimbursement.
  2. Check Request: This is a check that will be mailed to your local address (e.g. whatever is listed on OPUS). This generally has a 3-4 week turnover period. If you have not received your check within a month of being filed, please notify the LGSC Travel Clerk so the issue can be resolved.

 

If you are receiving PDS funds:

Your only option is to file an expense report (also known as a Payment Request). This does not apply to students in GDBBS.

  1. If you did not complete Compass training before the upgrade, your program / departmental administrator must file the expense report on your behalf. He/She must contact the LGSC Travel Treasurer directly (gsctravelclerk@gmail.com) in order to obtain the LGSC speedtype and reimbursement information. They will have to allocate up to $250 of expenses for the LGSC Travel funds to reimburse.
  1. If possible, the expense report should include all expenses and funding sources, not just those funded by the LGSC Travel Grant.
  2. If you completed Compass training before the upgrade, you will still have access to the system and will be able to personally file an expense report. Again, you will have to contact the LGSC Travel Treasurer directly (gsctravelclerk@gmail.com) in order to obtain the LGSC speedtype and reimbursement information.
  1. If you spend more money than you receive in funding, your expense report should list how much you are to be reimbursed, NOT the total receipt amount. For instance, if you buy a $315 airplane ticket and have $250 from the LGSC but no other funding sources, you will enter $250 in your student reimbursement expense report/small dollar form. In the comments, mention that it is a partial reimbursement ($250 out of $315).
  2. Once the expense report has been filed, you must send a digital copy of the expense report (including all receipts), the documents showing proof of attending the conference (e.g. your abstract in the conference program, or email confirming abstract acceptance), and proof of purchase for all things being reimbursed by LGSC, to the LGSC Travel Treasurer. 


V. FINAL REMINDERS

  1. Please remember that for domestic travel, receipts are needed to reimburse meal expenses.
  2. The LGSC will not fund any reimbursement request that does not have documentation describing the conference attended and the poster/paper/talk presented.
  3. If you are not a US Citizen, please be aware that additional documentation of visa status may be required by Accounts Payable. Obtaining this documentation may delay your reimbursement. Please check with your department before submitting your request for any special requirements.
  4. When submitting correspondence to the LGSC, please drop off materials to the Travel Clerk’s mailbox in 305 Whitehead Biomedical Research Bldg (Department of Human Genetics, 3rd floor, right next to a fridge/printers). Email the LGSC Travel Clerk whenever forms/documents are being dropped off.
  5. Please note that since we are a student organization, and not paid employees, responses to questions may be delayed over school holidays or over the summer.
  6. If you have any further questions, please contact the LGSC Travel Clerk at gsctravelclerk@gmail.com.