Conference Attendance Support Grant Financial Guidelines

 

Offered by

Congress of Graduate Students (COGS)

Florida State University A207 Oglesby Union Tallahassee, FL 32306-4023

  1. You must be a registered FSU graduate student at the time you travel to your conference.

  2. You are required to include the following documents. Applications submitted without these documents will not be processed:

    • Your conference registration form with billing information that lists you as a registrant.

• If this is your second grant for this fiscal year, you are required to provide a letter stating any financial support for the conference provided by your department from one of the following two sources: 1) the department Chair of which you are a member, or 2) your academic advisor.

  1. As COGS is funded by student Activities and Services (A&S) fees, those students who are funded by state fee waivers (and therefore do not pay these fees) are not eligible to receive funds from this program.

  2. Funding is limited. These grants are made available on a first-come, first-serve basis. It is the intent of COGS that, if possible, the department be the primary source of funding with COGS funding as a supplemental source. Conference grant money is divided into 3 time periods: July 1–October 31, November 1–February 29, and March 1–June 30. Applications may be turned in no earlier than June 1, October 1, and February 1 for each respective period.

  3. You must attach a copy of your conference registration form. The document must name you specifically as a registrant and it must have billing information. Applications submitted without this document will not be processed.

  4. Please save all receipts when you travel. In order to receive reimbursement, receipts totaling the amount awarded ($100) must be turned in within 30 calendar days from the end of the conference. Mailing receipts is done at your own risk!

    1. The State of Florida requires receipts to substantiate expenses. Fax reproductions of receipts are not acceptable. Receipts must include:

      • Date of purchase

      • Preprinted vendor name and address

      • Itemization of the purchase

      • E-Tickets must include billing information; otherwise they are a reservation, not a receipt.

    2. If you do not turn in your receipts within 30 calendar days, the grant is cancelled without notice.

  1. Meals (not covered by conference or convention fees) will be paid up to the state rate. No one, whether traveling in state or out of state, shall be reimbursed for any meal or lodging that is included in a convention or conference registration fee. The State rates are as follows:

    a. Breakfast- $6.00 b. Lunch- $11.00 c. Dinner- $19.00

  2. An original program or agenda for the conference is required. This should be turned in at the COGS office, not your department.

  3. Airfare is paid by the traveler and requires a paid receipt for reimbursement. Required documentation includes: itinerary, seat class

    (coach), ticket number, and payment (with last 4 digits of your credit card). You must have billing information for reimbursement.

  4. A hotel receipt must list your name as a registered guest in order to receive reimbursement. This is usually either done during reservation or check-out. If you are not listed as a registered guest or if you are not named as the person reserving the room you will not be reimbursed for hotel expense. Room Service is NOT an approved expense.

  5. Use Avis when renting a car. FSU has a contract with AVIS that reduces cost for rental. The travel department is more likely to cover your costs with this vendor. If you rent a larger automobile than a compact or sub-compact vehicle, be prepared to justify the expense.

10. Mileage reimbursement is when your OWN automobile is driven and is reimbursed at $0.445/mile for gasoline and wear-and-tear. Gasoline receipts are not necessary. Driving must follow a usually traveled route. The travel department uses MapQuest mileage for out-of-state travel and the FDOT mileage for in-state mileage.

11. Students are limited to two grants (either Presentation, Academic Conference Support Grants, or some combination thereof) per fiscal year (July 1 through June 30). The maximum dollar amount for any given student is $600 worth of grants in any single fiscal year.

Please note: All rules regarding this award are subject to change

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