Funding caps per application and fiscal year

Yearly funding caps: GPSA has implemented funding caps per fiscal year (the fiscal year is from July 1 to June 30 for any given year). The breakdown for international vs. domestic travel caps per fiscal year is below: 

  • $2,000 – Travel within North America 
  • $4,000 – International travel
  • $4,000 – Maximum funding cap for both North American and international travel
  • $2000 - Mazimum cumulative funding cap for all types of applications, except international travel

Application funding caps: GPSA has implemented funding caps per application. The breakdown for international vs. domestic travel caps per application is below:

  • $800 for travel to present research at conferences in North America. 
  • $1,200 for travel to present research at international conferences. 
  • $500 for travel to present or trained at wet lab/workshop or preceptorship 
  • $500 for internship & preceptorship travel 
  • $500 for professional development opportunities (workshops and conference attendance without presenting research, professional training, certifications, exhibitions, performances, competitions, foreign language instruction, etc.). 
  • $100 for intercampus travel.

Eligible Expenses

  1. Registration fees
    1. Registration does not include required membership for conferences.
  2. Transportation costs via airfare to the destination, shuttle costs, etc.
    1. Usually, students prefer to travel from/to nearby airports, incl. Pullman/Moscow, Spokane, and Lewiston. If you want to travel from/to further airports (Seattle or Portland), you must provide proof that compares airfare prices between nearby airports and Seattle or Portland airports. The proof can be a screenshot or pdf of any booking website on the same date that travel takes place.
    2. Most travels happen from one day before the beginning of an event to one day after the end of it. If you travel two or three days before the beginning of an event or stay two or three days after the end of an event, you must provide proof that you had a business-related purpose to stay longer, or flight fares were cheaper two days earlier or later. The maximum of accepted dates before and after travel is up to three days if you have the required proof.
    3. If you travel two or three days after the beginning of an event or leave two or three days before the end of an event, you must provide proof that you had an important reason for this e.g., health.
    4. Please do not ask for reimbursement if you stay longer for a personal reason (visiting a city, family, etc.) or if your return flight doesn't go back to the original departure airport.
  3. Ground transportation expenses (e.g., Uber/Lyft/taxi/train/bus/ferry)
    1. This committee only reimburses taxis, Uber, Lyft, etc. if they have been used only for business purposes. Examples of accepted transportation: from home address to the airport, from airport to hotel, from hotel to convention centers, or any event locations. All these details will be reviewed by travel coordinators and the Student Involvement Finance Team.
    2. Please do not include those expenses and receipts which are related to non-business purposes, e.g., entertainment, or personal time.
  4. Tips are not reimbursed by this committee.
  5. Personal cars
    1. Personal mileage is reimbursed for personal vehicle use only (map required).
    2. If a personal car was used, then provide a mapped printout of the distance traveled (incl. departure address, destination address, roundtrip mileage).
    3. This committee only reimburses personal cars if cars have been used only for business purposes. Examples: travel from Pullman to Spokane or Lewiston airport, travel from Pullman to Seattle, Portland, or any other nearby destinations (cost-benefit trips).
    4. No gas receipts are required, and reimbursement is per the university rate explained in the application.
    5. How to figure mileage: Departments may use maps, highway guides, or actual odometer readings to determine mileage. To figure in-state mileage, use standard highway mileage guides for out-of-state mileage. If maps or guides are used to determine point-to-point mileage, vicinity miles as determined by odometer readings must be shown on the Expense Report in Workday as a separate figure for each day’s travel. Departments may elect to reimburse either in-state or out-of-state mileage, or both, based on actual odometer readings. Enter the total daily mileage on the Expense Report in Workday, as directed.
  6. Rental cars
    1. This committee only reimburses rental cars if cars have been used only for business purposes. Examples: travel from Pullman to Seattle, Portland, or any other nearby destinations (cost-benefit trips).
    2. This committee does not reimburse the rental car if it is only used at the destination because we don't have access to any documentation that the rental car is only used for business-related purposes.
    3. If a rental car was used, provide rental and gas receipts. Gas is reimbursed for rental vehicles only (receipt required).
  7. Airport Parking

RUBRIC

Type of presentation:

  • In-person panel or oral presentation - 15 points
  • In-person poster presentation - 10 points
  • Virtual panel or oral presentation - 15 points
  • Virtual poster presentation - 10 points
  • Other, please explain - 10 points

Authorship:

  • 1st and the presenting author - 15 points
  • 2nd and the presenting author - 10 points
  • 3rd and the presenting author - 10 points
  • 4th and the presenting author - 10 points
  • Other, please explain - 10 points

Faculty Evaluation: Advisor/Department Chair Approval Form

Conference Tier

Importance    

Points

 

1

1

3

 

2

6

 

3

9

 

4

12

 

5

15

2

1

2

 

2

4

 

3

6

 

4

8

 

5

10

3

1

1

 

2

2

 

3

3

 

4

4

 

5

5

Example: In-person panel or oral presentation, 1ST presenting author, and conference tier of 1 and importance of 5 will give 15 + 15 +15 =45 points. If budget conditions are good, this individual will get 100% of the requested refund.

Ineligible Expenses

GPSA does not provide reimbursement for the following expenses:

  • Baggage fees.
  • Gas for private vehicles or rental cars.
  • Visa costs or passport fees for international travel.
  • Fees relating to reservation changes, such as flight changes, reservation cancellations, etc.
  • Fees relating to seat upgrades for travel by air, bus, or train (we don’t reimburse students when they elect to fly premium or first class).
  • Flight insurance.
  • Travel costs for travel companions
  • Travel costs paid for by airline miles or travel credits.
  • Membership fees for organizations (unless they are built into the registration cost of an event).
  • Division/caucus memberships for an organization.
  • Food and beverage expenses.
  • Tips.
  • Hotel parking.
  • Fees to attend socials, lunches, etc., at a conference or event.
  • Printing costs associated with attending or presenting at conferences.
  • Paper copies of programs or other materials.
  • Lodging.
  • Any travel or registration expenses involved with licensure or examinations (i.e., LSATs, GRE, CPA exams).