Student Individual Travel Funding

The Office of Mentored Undergraduate Research and Creative Endeavors provides up to $500 in travel support for first presenter/author and up to $300 for the second presenter/author.  Travel support is available only for those presenting their original mentored research at a research conference or creative endeavors scholarly event/scholarly conference. There are costs not covered for student conference travel; therefore, before filling out the budget and signature page required in the application process, please refer to the section on this webpage "Follow these steps BEFORE completing and submitting your request for travel reimbursement" AND meet with your mentor for guidance as to acceptable budget items.

Please Note: Your college or department may have additional funding to supplement the travel support you receive from MURACE. Once you have received approval for your proposal from MURACE, and you need additional funding support, please contact the Honor’s program if you are an Honor’s student; your Dean’s Office if you are in the College of Business, the College of Education, or the College of Health Sciences; your Department Chairperson if your major is in the College of Arts and Sciences.

Acceptance of applications for undergraduate student research travel funding begins the first week of classes of the every fall semester and end one week before the end every spring semester (applications for travel during the summer must be submitted no later than one week before the end of the spring semester). Applications for MURACE travel support are reviewed every Wednesday.  To receive prompt consideration of your application, you must submit it NO LATER THAN 5 p.m. on Tuesday. Applications received after 5 p.m. on Tuesdays will be reviewed the Wednesday of the following week. To assure the review of an application in time for approval, the application must be received a minimum of two (2) weeks prior to the travel dates. NO application will be approved after travel has been completed.

Am I eligible to receive MURACE funding?
Depends. If you are a currently enrolled undergraduate student that has conducted research under the supervision of GC faculty or teaching staff for the purpose of presentation or performance at a scholarly event/conference then, yes, you qualify for funding from MURACE.

What if I don't meet the requirements to receive MURACE funding?
There are other funding sources at Georgia College that can provide financial assistance for student travel purposes, such as the Student Government Association's Student Travel Funding Committee (STFC). To learn more about SGA's student travel funding process, please visit their section below.

What exactly can the funding be used for?
The funding can be used for most travel-related expenses such as meals (see the question regarding per diem), hotel rooms, hotel parking, airfare, baggage fees, ground transportation (e.g. Uber, Lyft), registrations, vehicle rentals, and gasoline purchased for vehicles (mileage reimbursements are prohibited). 

What is per diem?
Per diem is the maximum allowance for meals that be reimbursed per day. The General Services Administration (GSA) establishes per diem rates for destinations within the lower 48 Continental United States (CONUS). The State Department establishes the foreign rates (for example, Canada, Spain, Japan). The Department of Defense (DOD) establishes non-foreign rates which include Alaska, Hawaii, and all U.S. Territories.

What's the per diem limit for student travel support?
The per diem limit for MURACE student travel support is $28/day. Travel support recipients must submit receipts for all meals but will not be reimbursed above the $28/day limit. For the first and last days of travel, that amount is $21/day. Meals provided by the conference or those provided by the hotel (e.g. continental breakfast) are not covered by this travel support and should be deducted from the per diem amount. Please visit gsa.gov/perdiem to find the rates outside the State of Georgia. Click on the state you need to view that state's rates or enter the location in the search box. Even though some cities are listed for your lookup convenience, not all cities can or will be listed, so look for the county where you will be working.

Are there stipulations on what the funding can be used for?
Yes, while the funding can be used for many travel-related expenses (listed above), there are some expenses the funding is not authorized to be used for such as entertainment, valet services for parking (when self-parking options are available), fees for choosing particular airline seats, travel insurance, and lodging booked through a private residence which includes but is not limited to such online sites as Airbnb, HomeAway, etc. 

What should I do before applying for funding?
There are a number of things that you should do before applying for funding:

In consultation with your research mentor, apply to present your research at an appropriate conference. 

If the research you want to present required Institutional Review Board (IRB) approval, please have a copy of the approval notification to submit with your application.

Upon receipt of confirmation that your proposal has been accepted, save your confirmation and create a PDF copy. You will need to submit a copy of the confirmation with your travel support application.

Create a budget for your estimated travel expenses using this budget form. Please work with your faculty mentor in preparing your budget. You should save a copy of the guidelines; you will need to refer to them again in order to complete the travel reimbursement form. Once you have completed the budget section, print the form, obtain all of the required signatures, then scan and save a copy of the completed form as a PDF file.

Obtain a signed letter of support to present at the conference from your faculty mentor. Scan and save a copy of the letter to submit with your application materials.

Download to create a pdf, sign it in your own handwriting, have your witness sign and date a GCSU Travel Waiver in his or her handwriting; then, include it with the other required documents that accompany the application. gc_waiver.doc

Is there a preferred time I should apply for funding?
This all depends on your conference or event date, however, it is recommended you complete and submit your application at least two weeks prior to the conference date. 

Can I obtain additional funding in addition to what I apply for with MURACE?
Yes, however, you will need to disclose this information during the application process. MURACE can only provide up to $500 to reimburse the costs of your conference participation. Your college or department may have additional funding to supplement the travel support you receive from MURACE. Once you have received approval for your proposal from MURACE and you need additional funding support, please contact the Honor’s program if you are an Honor’s student; your Dean’s Office if you are in the College of Business, the College of Education, or the College of Health Sciences; your Department Chairperson if your major is in the College of Arts and Sciences.

Is there anything I need to remember when I am at the conference or event?
Yes, it is important to save originals of all of your travel-related receipts, a copy of the conference program, a copy of the conference schedule, and a copy of the page listing your presentation that includes your name and title of your presentation. Please ensure the copy of the conference program also shows what meals (if any) were provided by the conference. Additionally, make notes of your reflections on the conference experience as you will be required to share your reflections upon your return to campus.  

When do I need to have everything completed and submitted to MURACE to ensure I receive my reimbursement?
All documentation and requirements need to be completed and submitted to MURACE within ten days from your presentation date from the conference or competition. 

Plan for after the Conference

Reflections are required after the conference. See link to be sure you have everything collected at the conference that you need to write your reflections upon returning to campus.  REFLECTIONS
Another Way to Access Needed Forms to be Submitted With the Application for Funding

Be sure to review the travel reimbursement requirement below before completing the application for funding.

Begin by clicking here: APPLICATION

Follow these steps BEFORE completing and submitting your request for travel reimbursement:

  1. Save originals of all of your travel-related receipts, including your conference registration receipt, air and ground travel (taxis, airport shuttles) receipts, hotel receipt, receipts for meals, gasoline receipts, etc.
  2. Save a copy of the conference program. You will need to provide a copy of the conference schedule, usually listed near the front of the program, and a copy of the page listing your presentation that includes your name and title of your presentation.
  3. Make notes of your reflections on the conference experience. Use the reflection template as a guide for reflecting on the experience.

Follow these steps WITHIN TEN DAYS AFTER your PRESENTATION DATE AT the conference:

  1. Click on and download the reimbursement form nongcemployeetravelexpensestatement.doc. Meet with your faculty mentor for assistance with completing the form. IMPORTANT: Please complete the form electronically before printing it. Handwritten forms will not be accepted. The form will automatically total all of your costs. You should include the travel dates and the costs for the registration fee, meals not covered by conference or hotel at Georgia per diem rates, and fuel costs. Refer to this document for instructions on completing the form: http://www.gcsu.edu/sites/files/page-assets/node-500/attachments/travelexpensestatement_with_explanations.pdf. (NOTE: Hover over the pop-up icons to read specific instructions for the highlighted sections.)
  2. Photocopy and scan all of your receipts (registration fee, meals not covered by conference, hotel receipt, airfare receipt, ground transportation (if approved) and fuel receipts if you drove) and a copy of the travel fund approval letter and save as a single PDF file.
  3. Photocopy and scan the conference agenda page and the conference program page that indicates your name as a presenter and the time and date of your presentation and save as a PDF file.
  4. Complete and sign a W-9 form photocopy, scan, and save as a PDF file. Note: When you complete the W-9 form, check the "individual/sole proprietor or single-member LLC" box in section 3 of the form.
  5. Sign the completed travel reimbursement form, print, scan, save as a PDF file, and submit it, the scan of your receipts and approval letter, the scan of the W-9 form, and the scan of the conference agenda and conference program page to urace@gcsu.edu.
  6. Complete and submit the conference survey here when you submit your completed reimbursement request form. 

Reimbursement Checklist:

____ Included all receipts and scanned to a PDF file.

____ Included scanned copy of travel approval as a PDF file.

____ Included scanned copy of the conference agenda indicating which meals were included during the conference.

____ Included scanned copy of page indicating the date and time of your presentation.

____ Included scanned copy of completed W-9.

____ Included scanned copy of the travel reimbursement form.

____ Completed reflection.

If you have any questions about the travel grant application or reimbursement process, please contact us at urace@gcsu.edu or 478-445-1248.