USUAA Student Travel Grants
The USUAA Student Travel Grant program was created by USUAA, your student government, and is funded entirely by student fees. Grants are awarded to students as a way to provide financial support to students wishing to attend academic or leadership workshops and conferences or to participate in civic-engagement experiences.
Travel Grant Application for February 5 Deadline
Travel Grant Application for March 26 Deadline
USUAA Travel Board Sponsors
Two Spring 2010 Deadlines for Applications
February 5
March 26
Applications are due by 5pm on both dates.
Please submit your completed application to:
USUAA Travel Board
Student Union 218 – Student Life and Leadership Office Suite
Eligibility
To be considered eligible to receive a USUAA Student Travel Grant an applicant must meet the following criteria:
- Applications must be complete and received by the stated deadline – in the interest of fairness and the high volume of applications the USUAA Travel Board is unable to make exceptions to this policy
- Registered in 3 or more credits, hold a 2.0/4.0 cumulative grade point average at time of application, and have paid the USUAA Student Government fee
- If travel does not occur in the same semester when an application is submitted, the student must be enrolled for the following semester
- Applications will not be considered when the primary purpose of the travel is to seek employment
- Travel must occur after the following dates:
1. For February 5 applicants: Travel must occur after March 5, 2010 for domestic travel or after April 2, 2010 if traveling internationally
2. For March 26 applicants: Travel must occur after April 23, 2010 for domestic travel or after May 28 if traveling internationally
- Students may only receive one grant per academic year
- Students must submit individual applications – group applications will not be accepted.
Restrictions
USUAA Student Travel Grants provide funding limited to transportation and/or event registration expenses. Each applicant is eligible to receive up to $750.00, however, the USUAA Travel Board reserves the right to allocate amounts less than $750.00. If awarded, students will receive reimbursement for transportation and/or event registration expenses after completion of the approved travel. To receive travel reimbursements students must present receipts and complete the Travel Expense Report within 15 days after completion of the travel. It is the responsibility of the student receiving a USUAA Student Travel Grant to schedule a post-travel meeting with the USUAA Administrative Assistant to complete the Travel Expense Report and submit necessary receipts. Travel grant recipients whose transportation and/or event registration expenses are paid for in advance by a UAA student club, organization, and/or department effectively surrender their grant to the sponsoring UAA entity. The transfer of the student’s grant will be made after travel is completed and the Travel Expense Report has been finalized.
Application and Award Process
The University's procedures for travel require considerable advance planning. Students wishing to travel must submit completed the attached Student Travel Forms by the stated application date.
1. For February 5 applicants: Applications will not be considered if the proposed travel begins before March 5, 2010 for domestic travel or before April 2, 2010 if traveling internationally.
2. For March 26 applicants: Applications will not be considered if the proposed travel begins before April 23, 2010 for domestic travel or before May 28 if traveling internationally.
Applications lacking any required documentation will not be considered. Completing a USUAA Student Travel Grant Application does not guarantee funding will be awarded.
Students that submit complete applications by the stated deadline and meet the above stated criteria will be considered eligible for funding. All eligible applications will be reviewed by the USUAA Travel Board. The USUAA Travel Board consists of two USUAA Senators and three students-at-large. The USUAA Advisor works with the Board to ensure that the review process is fair and adheres to the Board’s bylaws. When applications are reviewed applicant names will be removed so as to strengthen the review process. All students applying for a USUAA Student Travel Grant will be notified via e-mail 10 business days after the stated deadline with the Travel Board’s decision. To ensure fairness no information regarding an application will be supplied prior to the 10 day period. Please see the attached sheet for complete application instructions.
All recipients of USUAA Travel Grants are required to attend a Pre-Travel Meeting with the Administrative Assistant for USUAA. This meeting will be scheduled by the Administrative Assistant at least two weeks prior to the departure date. Final details of the travel will be covered during this meeting and helpful information about the destination city, airports, and other travel tips will be provided.
Frequently Asked Questions
Why are March 5, April 2, April 23, and May 28, 2010 important dates?
USUAA is a recognized student organization and uses student fees to support the USUAA Travel Grant. The University must approve any travel where a student receives funding from a recognized student organization and/or receives funding from student fees. No reimbursements for travel-related expenses can be approved without prior authorization of the travel itself. To allow for sufficient approval time students traveling within the United States must start travel no earlier than the following dates for the appropriate application deadlines:
1. For February 5 applicants: Travel must occur after March 5, 2010 for domestic travel or after April 2, 2010 if traveling internationally
2. For March 26 applicants: Travel must occur after April 23, 2010 for domestic travel or after May 28 if traveling internationally
USUAA Travel Board cannot consider an application if travel has already occurred or will occur before these dates.
How do I buy an airline ticket, book a hotel, or pay for my event registration?
USUAA Student Travel Grants are processed as reimbursements only. It is the responsibility of the student traveler to arrange and pay for all travel expenses prior to the date of departure.
Are there any additional requirements for international travel?
Requests for international travel must be accompanied by a letter of support from a staff or faculty member at UAA. For academically related travel, the letter should come from the Chair of the department or faculty member facilitating/supporting the trip. Proof of international student insurance is required for international travel. Many options are available through http://www.internationalstudentinsurance.com. Students are responsible for purchasing their own insurance. These costs cannot be paid by the University or organization.
What is the maximum amount I can be awarded?
Students are eligible to receive up to $750.00. This limit has been set by the USUAA Travel Board in an effort to offer as many students as possible with the opportunity to apply. The Board reserves the right to award less than $750.00 to applicants based on application materials and stated travel expenses.
How will I receive my reimbursement?
If awarded, travel grants will be paid out after the travel has been completed. You can expect to receive reimbursement by mail approximately three weeks after submitting necessary receipts and completing the Travel Expense Report with the Administrative Assistant for USUAA. If a recipient’s transportation and/or event registration expenses are paid for in advance by a UAA student club, organization, and/or department, the recipient effectively surrenders their grant to the sponsoring UAA entity. The student’s grant will be transferred after travel is completed and the Travel Expense Report has been finalized.
What if my trip is canceled or I am unable to attend?
Travel grants will be revoked regardless of cause or reason for cancellation and no reimbursements will be processed. It is the responsibility of the student to contact the USUAA Advisor as soon as the travel has been canceled.
Any questions regarding the USUAA Student Travel Grant or the awarding process may be directed to:
USUAA Travel Board
aytravel@uaa.alaska.edu
OR
Hinkley Cahill
Assistant Director for Student Leadership & USUAA Advisor
Student Union 218
907-786-1371
hinkley@uaa.alaska.edu
