USUAA Travel Board
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.
USUAA Travel Board Sponsors two deadlines per semester.
Spring 2013 Student Travel Grant
Please submit your completed application by 5pm on the due date to:
USUAA Travel Board
To be considered eligible to receive a USUAA Student Travel Grant an applicant must meet the following criteria:
USUAA Student Travel Grants provide funding limited to transportation and/or event registration expenses. Each applicant is eligible to receive up to $850, however, the USUAA Travel Board reserves the right to allocate amounts less than $850. 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 Student Travel Forms by the stated application date.
1. Applications will not be considered if the proposed travel begins before four weeks for domestic travel or before nine weeks 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 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 12 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 12 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 four weeks and nine weeks periods prior to departure important?
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 four weeks and students traveling internationally must start travel no earlier than nine weeks.
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 $850. 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 $850 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
**Packets submitted to this email account will NOT be considered.**
Paula A. Fish
Assistant Director for Student Leadership & USUAA Advisor