Travel

Overview and Forms

The UGSA funds individual graduate students who cannot get their travel costs fully subsidized in other ways, but only once per graduate degree sought at NC State. This money, currently up to $250, must be used for travel and lodging expenses.

In order to find out more about this opportunity, please email out travel and thesis administrator at ugsa_tta@ncsu.edu.

Forms:

  1. Before you go: Fill in and email the travel application to the travel and thesis fund adviser.
  2. After you return: Fill in and mail the travel voucher to the address listed at the bottom of this page.

Travel Fund Guidelines

The GSA seeks to aid graduate students in their professional activities. The purpose of the Travel Fund is to subsidize, not reimburse, students for their participation at professional meetings.

Eligibility

Eligibility for funding is based on participation at a professional meeting. Participation is defined as:

  1. Presentation of a paper by the applicant
  2. Discussant on a panel or round table discussion
  3. Workshop director or moderator
  4. Presentation of original work, such as art, design, or a poster presentation

Note: There are many conferences which students are invited to attend due to their classroom or research achievements. Despite this honor, the Travel Fund is limited and must, therefore, restrict funding to only those who meet the above definition of participation.

The GSA is authorized to make only one allocation per degree program at NCSU, i.e. once per Masters program and/or once per Doctoral program.

Procedures

  1. Travel Fund applications and expenditure vouchers will be available online at this web site. Alternatively, they are available from your departmental graduate secretary, your departmental graduate administrator, and the Travel and Thesis Administrator. See above for links.
  2. The Travel Fund application must be received at least TWO WEEKS BEFORE the date of the meeting. The application must be approved before the start of your conference.
  3. The student must submit a GSA expenditure voucher and ORIGINAL receipts to the Travel Fund Administrator within two weeks of his/her return to NCSU. FAILURE TO DO SO WILL RESULT IN THE FORFEITURE OF ANY REIMBURSEMENT FROM THE GSA. Due to various changes in bookkeeping regulations, photocopies of receipts are no longer acceptable for submission.
  4. In addition to the travel voucher, the following MUST be submitted:
    • ORIGINAL receipts, taped to one side of an 8.5″ x 11″ sheet of paper
    • The conference program schedule indicating the date and time of your presentation
    • Either one of the following: i) An abstract as it appears in the meeting/conference bulletin OR ii) A letter from the conference committee verifying your participation in the conference.
  5. Vouchers missing any information will be returned to the applicant for completion.

Funding

  1. No travel advances will be granted.
  2. The GSA Travel Fund will subsidize the attended days of the meeting only.
  3. The amount of reimbursement cannot be determined until the submission of the expenditure voucher and receipts. The total reimbursement WILL NOT exceed $250.00.
    Note: Food and entertainment are not reimbursable. Please do not submit receipts or report any money received for food and entertainment.
  4. Reimbursements for the travel costs will be submitted to the University once a month. You will receive a check from the University in the mail. Please allow 8 to 10 weeks for your request to be processed.
  5. Falsification of applications or receipts will result in denial of current or future subsidy while at NCSU.

Additional Funding

The Travel Fund Administrator strongly encourages applicants to seek additional funding form outside sources. Places to seek funding include your department head, a grant held by your major professor, or the on-line graduate fellowship and scholarship file located on the University’s Web Site. The use of departmental automobiles should also be investigated. If additional funding is secured, this must be reported on the expenditure voucher. DO NOT subtract this additional funding from your total expenditure.

If you have any questions about the above guidelines please contact the Travel Fund Administrator at the following address:

Graduate Student Association
Fund Administrator
c/o NCSU Libraries
Box 7111
Raleigh, NC 27695-7111
E-mail: ugsa_tta@ncsu.edu