Graduate Student Council

TRAVEL GRANTS

Any Emory Laney Graduate School student is eligible to receive a GSC 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): Spring 2018 Application Form

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

INSTRUCTIONS FOR THE GSC TRAVEL GRANTS PROGRAM

**MUST APPLY USING LINKS ABOVE!

I. INSTRUCTIONS

     1. Please carefully read ALL of the following directions PRIOR to your travel.

     2.  Within 30 days after the completion of your travel, you MUST submit all your receipts and all necessary paperwork to the SGS Finance office in on the 4th floor of the AMUC, Suite 403. There is a black tray behind the door marked "GSC Travel."
     3.  During your travels, save all your ORIGINAL receipts as Accounts Payable will not accept copies. These receipts must include BOTH the itemized list of purchases as well as the credit card slip showing 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.
               a. Do NOT pay for any expenses with cash.
               b. GSC will NOT reimburse for personal expenses (clothes, etc..) memberships, subscriptions, dues, or wages. You can, however, purchase meals from grocery stories (Publix sub, etc.) during conferences.

               c. During domestic travel, receipts are now required for daily meal expenses. You can no longer reimburse per diem without receipts.  The GSC allows you to reimburse up to $50/day of daily meal expenses as long as receipts are provided.

              d. During 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.

               e. If you are purchasing an airline ticket or making a hotel reservation online, be sure to print out your receipts, not just the itinerary.

              f. 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.html).
     4.  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.
     5.  If you are not receiving PDS funds for your conference travel, you should submit your original receipts to the GSC at the Finance Office on the 4th floor of the AMUC. There is a black tray behind the door marked "GSC Travel."
               a. Tape your original receipts to a standard-sized piece of white paper. Receipts must include BOTH the credit card slip and itemized list of purchases. 

               b. The Travel Treasurer will prepare a small dollar reimbursement form (up to $250) and attach all your receipts. This will then be approved and signed by VonYetta Hunter or Scott Wile. Upon approval, the GSC Travel Treasurer will email you and inform you that your form is ready. You will have 10 business days to retrieve your form from the AMUC and bring it to the B. Jones building (the building in front of Barnes and Nobles) to get your cash. You must have the signed form and your student ID, but do not sign the form yourself until you present it at B. Jones.  

               c. 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.) 


     6.   If you have another source of funding, such as PDS, you will need to submit a Payment Request (student reimbursement, not T&E) on your behalf. They will have to allocate up to $250 of expenses for the GSC Travel funds to reimburse. You will then need to 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 GSC, to the GSC Travel Treasurer. The expense report should include all expenses and funding sources, not just those funded by the GSC Travel Grant.
               a. If you did not complete Compass training before the upgrade, your program administrator must file the expense report on your behalf. He/She must contact the GSC Travel Treasurer directly (gsctravelclerk@gmail.com) in order to obtain the GSC speedtype and reimbursement information. 

               b. 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 GSC Travel Treasurer directly (gsctravelclerk@gmail.com) in order to obtain the GSC speedtype and reimbursement information.


         7.  Please note the following important information about expenses and reimbursements:

               a. 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 location (not just city to city). Emory does NOT reimburse gas receipts. 

               b. The GSC allows you to reimburse $50/day of meal expenses. Original receipts are required for reimbursement (unless international travel).


               c. 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.

               d. 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 GSC but no other funding sources, you will enter $250 in your student reimbursement expense report/small dollar form. In this case, you will need to fill out a partial reimbursement form and upload it to Compass along with your other required materials. The partial reimbursement form is available for download here.

               e. For more detailed information, please see the most current version of Emory’s reimbursement policies, which can be found on the LGS website: http://www.gs.emory.edu/professional_development/pds_funds/index.html

               f.  Remember to upload a copy of the conference announcement or program showing both the name of the conference and the name of your presentation with you as the author. This is required by the GSC in order to process your reimbursement.

II. Using COMPASS

To submit an expense report on Compass, you will have to complete online training first. Your department administrator will able to enter on your behalf (via proxy) if you have not already completed training unable. Please forward them these directions should a department administrator complete the TER on your behalf.

See the following information from Project Compass for help:

To gain access to Compass, students must complete the Creating and Submitting Expense Report course and review the Supplemental Job Aid – Expense Report Job Aid (http://www.compass.emory.edu/training/trn_exp.html).

Upon completion of the course, students should print the exam score and record the following information on the exam score printout:

Full Name (as listed on file with Emory University)

Network ID

Contact Number

E-mail address

Students may submit the exam sheet with the required information to Procurement and Payment Services to acctpay@emory.edu or by fax to 404-727-4358. A Procurement and Payment Services representative will notify the student when access to Compass is granted. Once access is granted, students can process their expenses at https://compass-login.emory.edu.

After you complete your travel, submit a TRAVEL EXPENSE REPORT (TER) online through the Compass system.

Go to https://compass-login.emory.edu.

Select ‘Employee Self-Service’ and then ‘Travel and Expense Center’.

Under ‘Expense Report’ (top left), click ‘Create’.

Enter the information about your trip: description, dates, destination (airport code for city or nearest one), and expenses. If you need to add more expenses, click on the ‘+’ arrow to the right.

You will need to get appropriate SpeedTypes (formerly  SmartKeys) for all sources of funding (e.g. department, advisor, other grants).

For each expense, click on ‘Detail’ and then ‘Accounting Detail’ at the bottom of the page. On this page, you should enter the appropriate SpeedTypes and amounts for each source of funding that you receive.

For instance, if you have a $400 airplane ticket and $250 is from the GSC and the remainder is from your department, you will enter $250 and the SpeedType and then add another line to enter the remaining. You must do this for EVERY expense if you have multiple sources of funding.

After entering all your information, save the report.

Scan and upload your receipts and other supporting documents to Compass.

Remember to upload a copy of the conference announcement or program showing both the name of the conference and the name of your presentation with you as the author. This is required by the GSC in order to process your reimbursement.

Save the report again and then click on the “SUBMIT” button.

After submitting, send a digital copy of the report (as a pdf) to the GSC Travel Treasurer. Also print out an Accounting Summary and include it with the expense report. Be sure that the Accounting Summary page includes both the SpeedType and the dollar amounts.

Also send other supporting documentation, including digital receipts and a copy of the conference announcement or program showing both the name of the conference and the name of your presentation with you as the author.

Note that your grant cannot be approved in Compass until the Travel Treasurer has received and signed off on a copy of the expense report. You will receive an email confirmation from the Compass system when we have received and processed your paperwork. You should receive your reimbursement within 2-4 weeks after processing.

III. FINAL REMINDERS
     1.   Please remember that for domestic travel, receipts are needed to reimburse meal expenses. You are allowed to reimburse up to $50/day of meals with receipts.
     2.   The GSC 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 GSC, please drop off materials to the Finance Office on the 4th floor of the AMUC, Suite 403. There is a black tray behind the door with a slot marked "GSC Travel."
     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 GSC Travel Clerk at gsctravelclerk@gmail.com.