GSA Funding & Travel Request Guidelines

Individual Funding 

Eligibility

  •  Students must be enrolled at least half-time, and be admitted to a residential graduate degree program to be eligible to receive funding.
  • Students may receive reimbursement only once during an academic year (fall-summer). Students or department will not be reimbursed again if traveling with department for another conference in the same academic year.

Procedures

  • Each individual is responsible for submitting a GSA Funding Request form by the deadline each semester – See Graduate School Events & Deadline calendar.
  • The reimbursement rate will be made two weeks after the submission deadline and will be announced via email or in the following months Graduate School Connection Newsletter.
  • Students will be reimbursed according to the reimbursement rate and based on “actual expenses” not “estimated.”
  • Students traveling to the same conference are expected to share travel expenses (carpool and hotel accommodations). By sharing expenses you are helping the GSA utilize funds efficiently and hopefully resulting in a higher reimbursement rate.
  • The GSA will reimburse a maximum of $60 per night for hotel accommodations.
  • Ground Travel - Travel by personal vehicle will be reimbursed for the mileage (estimate 18 cents per mile per vehicle, not per person, when making request; i.e. if you are riding in someone else’s vehicle, enter “0” on your request form). A google map of travel route and destination must be attached for reimbursement.  
  • In the “Comments” section, please give a detailed description of your method of travel and who is traveling in your vehicle.
  • Air Travel - Reimbursed at rate established by GSA.  Coach travel only.  Fees for extra baggage, insurance or cancellation are not reimbursable.
  • Taxi, train, subway or rental vehicle receipts may be submitted for reimbursement only when traveling by air.
  • Parking will be reimbursed at rate established by GSA up to $10 per day.
  • Meals other than those included in the conference fee will not be reimbursed.
  • Indicate whether you are presenting at the conference or attending only.
  • Conference/Registration fee will be reimbursed at rate established by GSA. A copy of the conference registration form should be submitted with the receipts.
  • Receipts must be submitted to the Graduate School Office within 10 business days of returning from the event.  Receipts MUST be submitted for reimbursement.
  • Use the GSA Expense Report (available in the Graduate Office) to submit a summary and enclose receipts.
  • When you have read and understand the above guidelines, you may proceed to the Funding Request Form (for individual students) and submit online.
Individual Funding Request

For more information, email gsa@acu.edu or call the Graduate Office at 325-674-2223.


Departmental Funding 

Eligibility

  • Students must be enrolled at least half-time, and be admitted to a residential graduate degree program to be eligible to receive funding.
  • Students may receive reimbursement only once during an academic year (fall-summer).
    Student cannot be reimbursed again if traveling with department for another conference in the same semester.

Procedures

  • Each Advisor is responsible for submitting a GSA Departmental Funding Request form by the deadline each semester – See Graduate School Events & Deadline calendar.
  • Departments will be reimbursed according to the reimbursement rate and based on “actual expenses” not “estimated.”
  • Advisors & Students traveling to the same conference are expected to share travel expenses (carpool and hotel accommodations). By sharing expenses you are helping the GSA utilize funds efficiently and hopefully resulting in a higher reimbursement rate.
  • The GSA will reimburse a maximum of $60 per night for hotel accommodations.
  • Ground Travel - Travel by personal vehicle will be reimbursed for the mileage (estimate 18 cents per mile per vehicle, not per person, when making request; i.e. if you are riding in someone else’s vehicle, enter “0” on your request form). A google map of travel route and destination must be attached for reimbursement.  
  • In the “Comments” section, please give a detailed description of your method of travel and who is traveling in your vehicle.
  • Air Travel - Reimbursed at rate established by GSA.  Coach travel only.  Fees for extra baggage, insurance or cancellation are not reimbursable.
  • Parking will be reimbursed at rate established by GSA up to $10 per day.
  • Taxi, train, subway or rental vehicle receipts may be submitted for reimbursement only when traveling by air.
  • Meals other than those included in the conference fee will not be reimbursed.
  • Indicate whether students are presenting or attending only at the conference.
  • Conference/Registration fee will be reimbursed at rate established by GSA. A copy of the conference registration form should be submitted with the receipts with attendees names.  
  • Receipts must be submitted to the Graduate School Office within 10 business days of returning from the event.  Receipts MUST be submitted for reimbursement.
  • The Advisor requesting reimbursement should submit the names of all graduate students traveling along with receipts and the FOAP required for the journal entry.
  • Use the GSA Expense Report (available in the Graduate Office) to submit a summary and enclose receipts.
  • When you have read and understand the above guidelines, you may proceed to the Funding Request Form (for individual students) and submit online.
Departmental Funding Request Form

For more information, email gsa@acu.edu or call the Graduate Office at 325-674-2223.

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