Funding 101

Graduate and Professional Student Committee (GPSC)

Funding WorkshopFlorida International University

Updated 07-23-2014

About GPSCThe Graduate & Professional Student Committee

Division of Student Affairs

Student Government Council MMC

(Senate)

Activity &Service Fee

GPSCGraduate senators

Grad Student Funding Programming

Note: changes to GPSC policies must be approved as legislation and passed through the SGA senate

UGS

• Facilitates and enhances the overall graduate student experience

• Advances the University’s academic goals

• Promotes quality presentations and research efforts

• Provide educational workshops on topics including thesis/dissertation, as well as coordinating symposiums, scholarly forums, and social events

About GPSC Funding

Types of Funding

It is the applicant’s responsibility to comply with GPSC regulations. Funding is not a guarantee, but a privilege, as any other grant or scholarship.

*amounts subject to change due to budget restrictions and changes to FIU policies.

BBC policies may differ slightly due to different SGA statutes, for more information e-mail gpsc@fiu.edu

1. Conference Funding –2. Research Funding –

3. Professional Development –

$500 Domestic/International –

Travel & Registration

$500 Domestic/International – $150 Domestic/International

–Travel & Registration

Travel Only

About GPSC FundingFunding from GPSC CANNOT be used for

Hiring people

Buying equipment (e.g. computers) or supplies

Back to back conferences

One-way travel

Meals

Lodging

Additional registration fees (e.g. member, mixer, luncheon, gala)

Additional transportation (e.g. taxi/shuttle to/from airport)

Baggage fees

Insurance fees* Please visit our website’s FAQs for other exceptions

Process Overview

Befo

re A

pply

ing 1. Check your

eligibility.2. View the funding workshop presentation and familiarize yourself with the application process.

Appl

y 3. Fill out, sign, and submit application form along with supporting documentation.

After

App

lyin

g 4. Submit proof of travel, expenses, and participation

If you have questions before, during, or after you submit an application, contact GSPC. Allow at least 2-3 business days for a reply.

Click here for a text only version

1. You must be a graduate student, enrolled at MMC campus.2. You have NOT received funding within the current GPSC funding year

(June 1st – May 31st).3. You are planning to travel to a country that has diplomatic relations

with the government of Unites States. • Per the "Florida Travel Act" Section 1011.90(6), GPSC cannot sponsor students

who wish to travel for an event held in a country that the Department of State has designated as a State Sponsor of Terrorism. Please visit their website for the current list: http://www.state.gov/j/ct/list/c14151.htm

Before ApplyingCheck Your Eligibility

Before Applying

4. Your date of travel is at least 6 weeks (42 days) away.5. You are NOT receiving funding other A&S funded student

organization for the same event. • Ex: Applying to both GPSC and SGA Finance Committee or any

other organization using A&S Fees at the same time is considered double-dipping. Students caught doing this will not be reimbursed and be sent to student conduct for violating policy.

Check Your Eligibility

Apply

1. Fill out the Funding Request form completely, sign it.

2. Provide supporting documentation/additional information based on the type of funding you are requesting.

Apply

GPSC funding requests will be reviewed by GPSC during:• Fall / Spring semesters: 1st day to last day of the

semester (excluding finals week/ breaks)

• Summer semesters: June 1st to last day of the semester (excluding finals week/ breaks)

ApplyAbsolutely NO applications will be reviewed during the blackout periods. The blackout periods are:

Finals week of any semester Semester breaks The month of May (5/01 – 5/31) – GPSC transition

If your 6-week deadline falls within these blackout periods, you should turn in your application earlier than 6 weeks (42 days) in order to receive the GPSC’s comments and/or decision in a timely manner.

All late and/or incomplete applications are automatically rejected.

Funding Forms1. Funding Request Form2. Summary of Benefits to the State of Florida and FIU Form3. Budget Form• The amounts requested have to coincide with the quotes you provide,

including the total line. Note that you will be given the least amount of funding if there is a discrepancy between the quotes and the amounts in the budget.

4. Release of Indemnity and Agreement Form – use dates of travel on the form.• You must travel within the dates noted on your Release form. For greater

flexibility use 48 hours before and after event start/end dates, keeping in mind that your six-week deadline is from your proposed first date of travel.

• For car rental, put dates of car pick-up and return (remember the 48-hour rule).

Apply

Additional Funding Forms

1. Summary Outlining Skills Form (for Professional Development)• The summary should be no longer than one (1) page and should detail

the skills that will be learnt at the professional development event, and how they will be taught at FIU.

2. Summary Outlining the Research and Funding Request Relationship Form (for Research)• Summary outlining the relationship between the research and the

funding request (one page and detailed).

Apply

Supporting Documentation1. Letter of support from your advisor, on FIU letterhead• A scanned letter or electronic signature can be sent to gpsc@fiu.edu directly

from your advisor’s FIU e-mail address. Forwarded e-mails will NOT be accepted. A copy of the letter is NOT accepted.

2. Documentation in support of your budget (quotes, brochures, etc.)• GPSC sponsors registration and one (1) mode of transportation only.• The quotes should be for the lowest possible price given your event and class

schedule.• When budgeting remember, per FIU Travel Policy, travel must occur within 48

hours of event start and end dates AND travel destination must be within 50 miles of conference location.

• Click here to view requirement for documentation printed from the Internet. • EX: Headers/footers, PrintScreen requirements

Apply

Supporting Documentation Airfare/registration fees quotes can come from the Internet. Transportation can include either airplane, train, car rental, gas

mileage (0.445/mile), etc.• For a gas mileage request, print out a map (e.g., MapQuest ) with the complete itinerary,

showing the total mileage for the trip. Point of origin and destination must be included in the map.

• Car rental requests must be for a compact car.• GPSC sponsors only one person in group travel .

i.e., traveling by car with 3 people, only one person will be reimbursed for mileage.

The quotes should be for the lowest possible price given your event and class schedule.• Failure to provide the correct information (e.g. requesting $500 for a flight when the

lowest price is $200) without a reasonable cause, will result in the rejection of your application.

Apply

Additional Supporting Documentation

When applying for Conference Funding, also provide:1. An invitation or acceptance letter/e-mail confirming

your participation in the event• If letter/e-mail is not addressed to you please submit a copy of

the abstract submission showing the abstract and that you are an author.

• If you are still waiting for such letter, submit proof that you applied to participate in the event (i.e., abstract & copy of submission, etc.).

Apply

Additional Supporting Documentation

When applying for Professional Development, also provide:1. Proof of your registration/ participation in the

conference• If you are waiting to register until you are confirmed to receive

GPSC funding, submit proof of event (brochure, conference details).

** Remember to sign the appropriate box in the Funding Request form that you agree to do a post-travel presentationYou agree that if you receive funding, you will do a presentation that you will schedule

upon your return. You will present the skills learnt at this event.

Apply

Additional Supporting Documentation

When applying for Research Funding, also provide:1. Thesis or dissertation proposal approved by the

University Graduate School • Attach a copy of your dissertation/thesis proposal.• Attach a proof of approval of M2 (for Master students) or D2

and D3 (for PhD students). Proof of M2 and D2, D3 form approval by UGS can be found in PantherSoft (remember Internet printout requirements).

2. Proposed detailed itinerary of the trip

Apply

After ApplyingReview and Approve

Applications are reviewed and approved by GPSC. GPSC meets on a bi-weekly basis to review the

applications. The GPSC Office Assistant does not vote on or review applications.

If the application is submitted ahead of the 6-week deadline and GPSC finds the documentation is insufficient, the applicant will receive a request to provide additional documentation before the 6-week deadline.

If the application is submitted close to the 6-week deadline, no such e-mail will be sent and the committee decision will be final. If you would like to receive feedback on your application, you should submit it 9 weeks in advance.

After ApplyingReview and Approve

GPSC will notify the applicant of their final decision within 3 weeks of the date in which the application was received

All proposals are reviewed on a first-come, first-served basis, and are subject to the availability of funds.

Amount awarded will be determined based upon need.

Funds are disbursed contingent upon availability of funds, after all procedures have been followed and all receipts/documents have been turned in to both GC 2202 & the applicant’s department.

After ApplyingReview and Approve

Not satisfied with the results?You have the right to appeal the GPSC decision. Contact the Senate Speaker or refer to the SGA statutes for a description of the appeal procedure.GPSC reserves the right to make any changes as may be necessary to ensure equity in the distribution of funds.

Before you travel…..

TravelBefore you travel………………..

1. Contact your department secretary to create and submit a Travel Authorization Number (TAR) before your travel. Failure to do so will result in loss of funding.

2. Obtain a TAR.

3. After you have a Travel Authorization # you can purchase the airfare/registration as needed. If you purchase a package, please be sure that you can obtain a receipt with price breakdown.

Per recent regulations, FIU’s Travel Department is able to reimburse only the person that made the payment. Make sure the payments is made by you, not your advisor/friend/parents.

After you travel…..

Travel

Submit post-travel documents within one (1) week after travel to the GPSC Office and your department secretary. Failure to do so will result in loss of funding.

Check with the department secretary for your reimbursement details and dates and for other paperwork he/she may need, after you submit your paperwork to the GPSC Office.

It is your responsibility to ensure you receive reimbursement within the current funding year (June 1st – May 31st). If you are not reimbursed before the end of the funding year, it may result in loss of funding or it will affect your eligibility for GPSC funding during the next funding year.

After you travel………………..

TravelAfter you travel……………

1. Submit original receipts of payment for your transportation to the secretary who created your TAR.

2. Submit photocopies of receipts of payment for your transportation to the GPSC Office.

3. Submit the original boarding passes to the secretary who created your TAR. • If you requested gas mileage make sure to provide your

departmental secretary the mileage calculation of the trip. You can print this information on MapQuest or GoogleMaps.

4. Submit photocopies of boarding passes to the GSPC Office.

TravelAfter you travel……………

Conference awardees must also:1. Submit original receipts of payment for your registration to the

secretary who created your TAR.2. Submit photocopies of receipts of payment for your registration

to the GPSC Office.3. Submit a photocopy of the abstract of the paper presented at

the conference to the secretary who created your TAR and the GSPC Office.

4. Submit photocopy of the program to the secretary who created your TAR and the GPSC Office.• If the program is too long, submit a photocopy of the front page and

the page containing your name, day, and title.

TravelAfter you travel……………

Professional Development awardees must also:1. Submit original receipts of payment for your registration to the

secretary who created your TAR.2. Submit photocopies of receipts of payment for your registration

to the GPSC Office.3. Submit photocopy of the program to the secretary who created

your TAR and the GPSC Office.• If the program is too long, submit a photocopy of the front page and

the schedule overview.

TravelAfter you travel……………

Professional Development awardees must also:4. Submit an outline of your post-travel presentation to the

GPSC Office.• The outline must include the date and location of the

presentation you are to give after you return from the conference.• If several students from your department attend the same

conference, no more than two people can present at the same time/on the same topic.

5. Submit a memorandum about your conference experience to the GPSC Office.• This memo should be no longer than one (1) page and detail how

and where you’ll implement your newly acquired knowledge.

TravelAfter you travel……………

Research awardees must also:1. Submit a memorandum about your research experience to

the GPSC Office.• This memo should be no longer than one (1) page and include

details of your research activities and how this experience will aid your research.

TravelAfter you travel……………

After GPSC approves your post-travel documents, it does not have any control over your reimbursement !  If you have any questions about your reimbursement after your post-travel documents are approved by the GPSC Office, you should contact the department secretary who created the TAR/expense report with any questions regarding your reimbursement.

*We must receive post-travel documents within one (1) week in order to close out expense reports. If you are not reimbursed within 30 days of travel you will lose funding.

FAQs : http://gpsc.fiu.edu/?page_id=8

Process Overview

Applications not meeting the requirements found in the links below will not be approved:Internet Printout RequirementsInternet Browser Settings for Headers/FootersPrintScreen Information

It is the applicant’s responsibility to comply with GPSC regulations. Funding is not a guarantee, but a privilege, as any other grant or scholarship.

Additional Information

Contact Us

Office Assistant available Monday to Thursday. 3:00 PM -7:00 PM

Web siteGraduate and Professional Student CommitteeStudent Government Association

Email: gpsc@fiu.edu

Office: GC 2202

Funding 101

Graduate and Professional Student Committee

Funding Workshop