All graduate students enrolled at UNC Charlotte can apply for travel funding. However, active members of a Graduate Student Organization are eligible to receive more funds per travel and per year:
AT-LARGE STUDENTS (THOSE NOT AN ACTIVE MEMBER OF A GSO):
Up to $350 for domestic travel and international travel within North America and $450 for international travel outside of North America per conference, capped at $600 per year.
MEMBERS OF A CHARTERED GRADUATE STUDENT ORGANIZATION (GSO):
Up to $600 for domestic travel and international travel within North America and $700 for international travel outside of North America per conference.
Regardless of membership status, graduate students may only receive two travel grants per year.
The GPSG's student travel money is allocated on a first-come first-serve basis.
After the application window has closed, the GPSG Finance Committee will review all received submissions. Based on the eligibility criteria, the Committee will approve or deny each application. Recipients will then be contacted by the GPSG to notify of their decision and, if denied, provide the reasons for denial.
If you are an employee on campus (e.g.: Research Assistant, Teaching Assistant, Graduate Assistant) you need to note this information in the online application form.
University employees using a tuition waiver are not eligible for GPSG funding.
The answer to this question depends on the type of funding you will recieve. Regardless of the funding source, you must inform GPSG of any alternative funding sources that you may be utilizing for your trip. Receiving funding from outside sources does not automatically disqualify you from receiving GPSG funding.
Students may NOT receive funding from the Student Government Association (SGA) and GPSG. Students may NOT receive funding from their academic department and GPSG for the same purpose.
Acceptable example: Student receives funding from their department for hotel costs and receives funding from GPSG for food costs.
Unacceptable example: Student receives funding from their department for food costs and requests funding from GPSG for food costs.
If you are receiving funding from other sources (e.g. your academic department) to travel to the conference/symposium, you need to note this information in the online application form.
Submit the Travel Settlement and Evaluation Form within two weeks after your return date from traveling for review by the GPSG Treasurer and SAFC Business Manager. If you do not submit the required materials within TWO weeks you will forfeit your reimbursement.
You will be reimbursed up to the amount you were awarded, assuming that you have receipts for all claims, that you fall under the State mandated per diems, and that you have submitted the travel settlement form.
Reimbursement will be sent to a student's direct deposit account and will be processed as a scholarship. Before submitting a funding request, please ensure that your direct deposit information on file with the school is up to date.
Hotels/AIRBNB/3rd Party vendors
If you share a room with someone and both of you want to be reimbursed, you will need to get the hotel to split the bill for each night stayed. Make sure to tell the hotel when you are checking in that you will need separate receipts for each person in each room for each day. Otherwise, only one will get reimbursed. There is a per person per day maximum on how much can be reimbursed for hotel costs which is mandated by the State of North Carolina. No charges will be reimbursed outside of the amounts below. The following maximum state rates will be reimbursed:
- In state - $71.20 per night + tax
- Out of state - $84.10 per night + tax
Please note that hotel amenity charges such as Internet fees or phone calls will not be reimbursed.
Registration
A receipt showing how much was paid, how it was paid, and who it was paid to must be turned in for reimburstment of any registration expenses. Membership fees will not be reimbursed.
Transportation includes: airefare, rental car, milage reimbursement, train/bus tickets, & parking tickets
Airfare
Keep your boarding pass and/or baggage claim ticket as well as the receipt you got when you purchased the ticket.
Mileage
Mileage will be funded at $.33 per mile.
Presentation Documentation
If you were awarded money for presenting at your conference, you will need to submit proof of your presentation. A conference program showing your name will be accepted.
Meals
You are eligible to receive a reimbursement for money spent on food not provided by the conference. In order to be reimbursed for purchased meals, both an itemized receipt showing the items ordered and the payment receipt. The Student Activity Fees Commission will not reimburse any alcohol purchases. Meals will be reimbursed at the state rate regardless if you spent more than allowed. If you spent less than the state rate, you will be reimbursed for the actual amount spent. The following maximum state per diem rates will be reimbursed:
In state Out of state
Breakfast - $8.40 Breakfast - $8.40
Lunch - $11.00 Lunch - $11.00
Dinner - $18.90 Dinner - $21.60
When there are more applications than available funds, applications are funded on a first-come, first-serve basis. The applications not funded as of the decision date are placed on a waitlist. Receiving funding on the waitlist is based on more funds becoming available or applicants being unable to attend their conferences.
Applicants on the waitlist can only be funded if their conference has not yet occurred at the time of funds availability.
Unfortunately, no. The Finance Committee thoroughly reviews travel applications. Once a successful decision has been made, the funds cannot be used for another conference or transferred to another individual.
Per the GPSG bylaws, we cannot give funding to undergraduate students currently enrolled in an Early Entry program. Please reach out to the Student Government Association's Organizational Ways and Means committee to learn more about the undergraduate travel funding process.
Unfortunately, GPSG cannot fund students who apply after the four week deadline. GPSG also cannot retroactively fund conferences. We recommend putting all important due dates in your calendar at the beginning of each semester to ensure you are able to get your funding application submitted on time.