COE-GSO is happy to help you plan and host an event that is relevant to graduate students! We will either request funding from the Financial Affairs Committee (FAC; part of the Student Government Association) or, when possible, use our own funds to help you plan your event.

Award Types

COE-GSO is happy to help you plan and host an event that is relevant to graduate students! We will either request funding from the Financial Affairs Committee (FAC; part of the Student Government Association) or, when possible, use our own funds to help you plan your event.

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FAC FUNDING FOR EVENTS

Please note the following: 
​- Funding must be used as allocated within 60-days- Any unspent funding will revert back to FAC- Allocation recipients should immediately notify AGSES of any cancellation so that we can notify the FAC and not risk losing future funding opportunitiesWhen planning for a guest speaker, AGSES can fund the speaker, along with transportation costs, lodging for the speaker, and the speaker fee (if applicable). All of these items will be processed via UA Contract Management. As such, it is important to plan well in advance of the event so that appropriate signatures are obtained. Independent Contractor approval must be obtained and a Guest Speaker Agreement must be executed at least two weeks prior to the event date.Adherence to a timeline is crucial for planning an event so AGSES can request funding on your behalf. Please make sure you have been to the AGSES website and have read the event-funding guidelines outlined on the page. Link: https://ua-agses.weebly.com/event-funding.html ​

AWARD DETAILS (CLICK TO EXPAND)

If you are awarded the FAC Travel Award, you can receive up to $500 . Please note, however, that the final funding amount is not guaranteed until your application is approved by FAC. You will need to use your own funds to pay for your travel, but you will be reimbursed with a check when you return from your trip. Remember, FAC will only fund items that are allowable expenses per UA policy AND that you budgeted for in your approved application. You cannot be reimbursed for food and drink using FAC funds.

​From the FAC Guidelines:
Some factors used by the FAC in determining allocations/amounts are:

1. The benefit to the UA student body as a whole
2. The nature of the project or activity
3. The number of students affected by the project or activity
4. Size of the student organization
5. Adherence to University policies and FAC guidelines
6. Precedents based on FAC deliberations
7. The combined dollar amount of pending requests to the FAC made by student organizations
8. Other funding sources. i.e., Co-sponsorship (two or more student organizations collaborating to put on a project or activity); Outside sponsorships; Outside ticket revenue to be received

SPENDING AND REIMBURSEMENT PROCEDURES

FOR ALL VIRTUAL & IN-PERSON CONFERENCES

​Your reimbursement request MUST be submitted within 60 days of receiving your founding, or your funding will be retracted. There are no exceptions to this policy, and COE-GSO is not responsible if you miss this deadline. 

The following items will be required when you return from your trip:

• COE-GSO ​Reimbursement Request Form - See "Reimbursement Process" below​​
• Proof of Purchase - Itemized receipts or invoices for each expense (e.g., hotel, flights, conference fees, etc.). For small receipts, tape (all edges) onto to the front side of a sheet of copy paper, and scan them into a single document. Please do not staple or overlap receipts--they must be clear.
• Proof of Payment - Copy of a bank statement or credit card statement that lists the transaction(s). Statements must have the account holder’s name printed on it. Please redact any other personal information, like bank account number.
• If you use your mobile device to scan documents, you must ensure they are clear and that all required information is visible.​​

Reimbursement Process

• When you return from your trip or complete your virtual event:
  • Fill out the official COE-GSO Travel Reimbursement Initiation Form (you must login to the Active Member page to access the form). Enter your name as the "initiator" and leave all other names on the form as they are.
  • The form will require you to upload an attachment with your receipts and proof-of-payment documents. All documents must be one PDF file (you cannot add multiple PDF files; multi-page files are fine though).
  • When you sign the form, it will get routed to the COE-GSO Treasurer and President, who will verify information and the required documents.
  • COE-GSO will fill out a Purchase Request, as required by FAC, using the information you provided in your reimbursement form above (which will include all your receipts and proof-of-purchase documents). We will send you a copy of the completed document.
  • COE-GSO submits the purchase request to FAC, and FAC submits the information to the the Accounts Payable Department. This process generally takes 7-10 business days. 
  • You will receive an invitation to register as a vendor on PaymentWorks. This process is needed to disburse your payment to your bank account.

Submission Information

• ​COE-GSO will submit your completed packet for reimbursement and copy you on all communications 
• The reimbursement process generally takes 7-10 business days from the time FAC submits the documentation to the Accounts Payable Department.
• All payments are subject to UA Spending Policies; those policies may be found at http://accountspayable.ua.edu/spending-policy​
• Once COE-GSO submits your FAC paperwork, you should contact FAC with questions or issues, as COE-GSO is not involved in the reimbursement process. Email the FAC Advisor, Cassie Yeager, at fac@ua.edu with any questions you may have. The FAC office is located at 1040 Robert E. Witt Student Activity Center. You may also call 205-348-4536 to speak with the FAC Advisor.
  
  

COE-GSO TRAVEL AWARD

If you are awarded the COE-GSO Travel Award, you are guaranteed $500 for your travel needs. You will need to use your own funds to pay for your travel, but you will be reimbursed with a check when you return from your trip. Remember, COE-GSO will only fund items that are allowable expenses per UA policy AND that you budgeted for in your approved application. There are other administrative tasks to complete when awarded a COE-GSO Travel Award, so please be sure to read the information on this page. 

AWARD DETAILS ​(CLICK TO EXPAND)

If you are awarded the COE-GSO Travel Award, you are guaranteed up to $500 for your travel needs. You will need to use your own funds to pay for your travel, but you will be reimbursed with a check when you return from your trip. Remember, COE-GSO will only fund items that are allowable expenses per UA policy AND that you budgeted for in your approved application. There are other administrative tasks to complete when awarded a COE-GSO Travel Award, so please be sure to read the information on this page. 

FOR IN-PERSON CONFERENCES

The following items must be completed before you travel (but after you receive an award). If they are not completed BEFORE your trip, you cannot be reimbursed for expenses. COE-GSO will initiate item #2 within 24 hours of you accepting your award. 

1. Pre-Trip Approval Form - Fill out this form from the Division of Finance and Operations at UA. 
2. Travel Authorization Form - COE-GSO will initiate the Travel Authorization Form from the College of Education. It will be sent to you before you travel. Be sure to sign this form, and it will be routed to the College of Education to pre-authorize your trip.

SPENDING AND REIMBURSEMENT PROCEDURES

FOR ALL VIRTUAL & IN-PERSON CONFERENCES 
​
​After travel or after your virtual event, you will prepare reimbursement packet that consists of the following items: 

1. COE-GSO ​Reimbursement Request Form - See "Reimbursement Process" below
2. Proof of Purchase - Itemized receipts or invoices for each expense (e.g., hotel, flights, conference fees, etc.). For small receipts, tape (all edges) onto to the front side of a sheet of copy paper, and scan them into a single document. Please do not staple or overlap receipts--they must be clear.
3. Proof of Payment - Copy of a bank statement or credit card statement that lists the transaction(s). Statements must have the account holder’s name printed on it. Please redact any other personal information, like bank account number.

Reimbursement Process

• When you return from your trip or complete your virtual event:
  • Fill out the official COE-GSO Travel Reimbursement Initiation Form (you must login to the Active Member page to access this form). Enter your name as the "initiator" and leave all other names on the form as they are.
  • The form will require you to upload an attachment with your receipts and proof-of-payment documents. All documents must be one PDF file (you cannot add multiple PDF files; multi-page files are fine though).
  • When you sign the form, it will get routed to the COE-GSO Treasurer and President, who will verify information and the required documents.
  • COE-GSO will submit your materials to staff in College of Education for processing. 
  • The College of Education submits the information to the the Accounts Payable Department, and this process generally takes 7-10 business days. 
  • You will receive an invitation to register as a vendor on PaymentWorks. This process is needed to disburse your payment to your bank account.
• All payments are subject to UA Spending Policies; those policies may be found at http://accountspayable.ua.edu/spending-policy.​

​Please be patient during this process; although we hope you are reimbursed within one week, there can be delays in processing paperwork, which is out of our control. If you have not received reimbursement within 14 business days, please contact coe-gso@ua.edu.

Award Eligibility

All active members of COE-GSO are eligible to apply for travel funding. If you are not an active member, your application will not be reviewed.  

• All applicants must be graduate students in the College of Education at The University of Alabama at the time of application.
• No retroactive applications will be considered (this means you cannot go to a conference and then apply for funding as a reimbursement).
• Unfunded applicants are encouraged to apply again in the future.
• Priority will be given to applicants who are involved in a conference beyond just attending (e.g., oral presentation, poster presentation, etc.).
• First year students may request funding for participation in a conference (without presenting), but note that priority is given first to those who are presenting research.​​
• If funded, students may only use the provided funds for the general purposes outlined in their application and as stipulated in the agreement between the student and COE-GSO.
• Awardees must submit reimbursement requests no later than thirty (30) days after the last day of travel. It is the awardee’s responsibility to arrange for reimbursement in accordance with COE-GSO policies.
• Applications that are found to be duplicates of other applications or to have borrowed heavily from other applications will be withdrawn.
• Awardees must truthfully list all sources and amounts of other funding.
• There is no expedited resubmission process if you are rejected. You must apply in the normal manner again.
• Any violation of these rules or the application instructions may result in the application being rejected.​​

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Approved Expenses 

• ​Transportation (flight, vehicle, bus, train, etc.)*
• Lodging*
• Conference registration fees ​
• Other conference or event-related fees​

​* Expense Restrictions
- When traveling by commercial airline on official University business, travelers should plan well in advance to obtain the most economical fare available. 
- Only coach/economy fares are allowable. Any upgrades, early boarding fees, seat selection fees, ticket life insurance, and ticket cancellation insurance are not allowable. Baggage fees that are reasonable and appropriate for the purpose and length of the trip are allowable.
- Taxis, shuttles, and ride-sharing services such as Uber or Lyft are allowable if use of the service is the most economical mode of transportation or when safety issues justify the use.
- Rental cars are allowable when the use of the rental vehicle is the most economical mode of transportation or when safety issues justify the use. The University does not accept transportation for sight-seeing as justification for renting a vehicle.
- Home-sharing services such as AirBnB and VRBO may require review prior to booking to ensure the safety of all UA travelers.
For student travel, the property must be reviewed and approved by Risk Management prior to reserving. 

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Unapproved Expenses

• Food and drink (except for COE-GSO Travel Awards)
• ​​Expenses related to personal travel
• Travel expenses incurred by spouses, companions, or other family members
• Vacations
• Alcoholic beverages

• Application fees related to trusted traveler programs such as TSA Pre-Check and the U.S. Customs and Border Protection Global Entry Program.
• Medical expenses
• Costs of safe charges, in-room movies, and recreational activities (even when such activities are part of a business meeting or conference) and excursions.
• Charges of traffic or parking violations, or other expenses incurred such as lost keys or keys locked in vehicles.​

Application Deadlines 

For consistency, COE-GSO uses the FAC application due dates to determine award deadlines for both the COE-GSO Travel Award and the FAC Travel Award. For each deadline below, COE-GSO will award 2 travel awards. The number of FAC awards will be dependent on the number of students who have received awards in previous cycles. 

Fall 2022 Travel Funding Deadlines

Travel is between	Application due to COE-GSO on	FAC deadline	Funding notification by	60 Days
10/1 – 10/31	9/6	9/11/22	9/30	11/29
11/1 – 2/8	10/3	10/9/22	10/28	12/27
2/11 – 3/10	1/17	1/22/23	2/10	4/11
3/11 – 4/30	2/13	2/19/23	3/10	5/9
5/1-8/31	3/13	3/19/23	4/7	6/6

Travel Funding Process

Learn about the travel funding process, from start to finish. Check out where your application goes after you submit it and what happens if you do or do not receive an award. 

Frequently Asked Questions

Do you have any lingering questions about funding? Check out the FAQs below, and let us know if we can answer any other questions! 

WHEN SHOULD I SUBMIT MY APPLICATION? 

You should apply to whichever deadline includes the dates of your travel. Please use the table of deadlines at the top of the page to determine when you should submit your funding application. Note that your application will be reviewed for the cycle in which you submit it (in other words, we will not hold onto you application and and review it later).

AM I GUARANTEED FUNDING IF I SUBMIT AN APPLICATION? 

​Unfortunately, COE-GSO cannot guarantee that any application receive funding . There are many circumstances that determine whether an applicant receives funding. For example, the strength of your application, the nature of the work you are presenting, the number of other applicants, etc. If you don't get a funding award, please review the feedback provided on your application. 

If you receive a COE-GSO Travel Award, you are guaranteed up to $500 in funding. These travel awards are our most prestigious awards, and we are excited to be able to provide these awards to graduate students. If you receive a FAC Travel Award, we cannot guarantee a total amount of funding, as this money comes from the Student Government Association and is disbursed based on numerous factors outside of our control. 

HOW DOES REIMBURSEMENT WORK? 

Please see the details for each travel award in the section above. There are detailed instructions for submitting reimbursement materials. When your reimbursement request is processed, you will either receive a check from UA or a direct-deposit into your bank account. 

CAN I USE FUNDING FOR MILEAGE REIMBURSEMENT IF I DRIVE? 

​Yes! You can be reimbursed for mileage, including reimbursement of personal vehicle use. This will be paid at the current federal mileage reimbursement rate, or actual gas cost (receipts and proof-of-payment are required). If it will cost more to drive than to fly, you will need to justify this expense.

WHAT IF MY APPLICATION IS REJECTED? WILL YOU TELL ME WHY? CAN I APPLY AGAIN? 

​If your application is rejected by COE-GSO, we will provide you feedback on how to improve it and will inform you why it was rejected. Sometimes there are just too many applications and not enough travel awards. In any case, please use the feedback provided and apply again for another cycle. It is to your advantage to apply for funding early so that if your application is rejected or needs improvements, you can fix it and re-apply before your conference. As always, email us if you have any questions.

WHO IS ELIGIBLE TO REQUEST TRAVEL FUNDING? 

To be eligible to apply for travel funding, you must be an active member of COE-GSO. As indicated in our constitution, the following information describes active membership:

​All graduate students in the College of Education are automatically members of COE-GSO. To become an active member, a member must attend one (1) general meeting per academic semester and one (1) COE-GSO sponsored event per academic semester. If there are no meetings or no events during the semester, there shall be no restriction on active member status, and all current members will be eligible for the benefits of active membership.

WHAT IF MY QUESTION ISN'T ANSWERED HERE? 

If your question is not answered here, please email us at coe-gso@ua.edu, and we will be happy to help you! 

Apply

When you are ready to submit an application, click the button to login:
1. Enter your email and password
2. Click "Active Member" in box that pops up under "My Account" 
3. Click "Travel Funding Application" on the "Active Member" page.

If you're an active member of COE-GSO, you should have received an email instructing you to create an account when your active membership was reached. If you received the email but have not created an account, please go back to that email and follow the instructions.

​If you think you're an active member but never received login credentials, please email us at coe-gso@ua.edu. For all other inquiries, please email us at coe-gso@ua.edu. 

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