Student Travel Funding & Support

So, you've been accepted to present at a conference or thinking about attending a conference to learn more about a particular subject and you are needing financial assistance to support the conference and its travel-related expenses. 

Great!

There are a number of resources at Georgia College that can provide the travel support needed to allow for greater peace of mind as you explore these options:


Mentored Undergraduate Research and Creative Endeavors 

MURACE, as it's commonly referred to, consists of original research or creative endeavors conducted under the supervision of GC faculty or teaching staff for the purpose of presentation or performance at a scholarly conference. This office provides up to $500 in travel support for the first author and up to $300 for the second author (only two author/presenters maximum per presentation) in travel support for students presenting their original mentored research at a research conference or creative endeavors scholarly event/scholarly conference. A student may receive no more than $1,000 in reimbursement in any one academic year.

Submissions of applications for undergraduate student research travel funding can begin the first week of classes of the every fall semester and can continue until budgeted travel funds have been depleted. 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. 

Learn more about MURACE

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:

  1. In consultation with your research mentor, apply to present your research at an appropriate conference. 
  2. 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.

  3. 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.

  4. Create a budget for your estimated travel expenses using this form. Please work with your faculty mentor and consult Georgia College's travel guidelines 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.

  5. 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.


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. 

To assist in your research, application, and/or submission of documentation for funding, here are a number of documents that are conveniently listed and other resources:

Required Documents for MURACE Travel Support

Listed below are a number of required documents that are needed to be completed and submitted in advance or upon your return to campus:

  • Institutional Review Board (IRB): May not be applicable to all applicants. Click on the link to learn more about the IRB and its needs.
  • Georgia College's Travel Guidelines: When creating your budget prior to submitting a funding application, review these guidelines to ensure your budget adheres to the different requirements. 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 return.
  • MURACE Budget Template: This is the template used for creating your budget for your trip. This will need to be completed with all of the required signatures. 
  • Georgia College Waiver: A liability release, waiver, discharge, and covenant not to sue. 
  • Reflection Template: Use the following template as a guide for reflecting on your experience.
  • Travel Reimbursement Form: Click on and download this reimbursement form. 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 of 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.
  • W-9 Form: When you complete the W-9 form, check the "Individual/sole proprietor or single-member LLC" box in section 3 of the form. Don't forget to sign and date the form (towards the middle of page one).
  • Conference Reflection: This is the link to complete and submit your reflection when you have submitted your completed travel reimbursement form. 


Academic Calendar 

Review all the important academically-related dates and deadlines.

MURACE Events Calendar

Check out MURACE's event calendar to see upcoming MURACE sponsored opportunities. 

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

Apply for funding


Student Government Association

The Student Travel Fund Committee (STFC) of Georgia College's Student Government Association (SGA) provides travel support that is available to Georgia College students who are presenting academic research or participating in an educational conference or competition for enrichment purposes throughout the year. Students that are presenting academic research at an educational conference or competition may receive eighty percent (80%) of the requested funds with a cap amount not exceeding $400. Students wishing to attend an educational conference or competition for enrichment purposes may receive eighty percent (80%) of the requested funds with a cap amount not exceeding $200. A student may only receive STFC funding once per academic year. 

Learn more about SGA

Am I eligible to receive STFC funding?
If you are a currently enrolled undergraduate or graduate student and presenting academic research or participating in an educational conference or competition for enrichment purposes then, yes, you qualify for funding from STFC.

What is the difference between STFC and MURACE funding?
The primary difference is whether or not you have conducted original research or creative endeavors under the supervision of GC faculty or teaching staff for the purpose of presentation or performance at a scholarly conference. If you have, then you are eligible to apply for MURACE funding; if not, STFC funding is an alternative. 

If I am attending a conference but not presenting, can I still apply and receive funding?
From STFC, yes, you can apply and receive funding for attending a conference or competition for enrichment purposes. 

What exactly can the funding be used for?
The funding can be used for most travel-related expenses such as 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). Unlike funding from MURACE, STFC funding can't be used for meals.

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: food, beverages, 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 all must I do before my trip?
There are a couple of things that you should do before applying for funding:

  1. Complete and submit a student travel funding application (see "Apply for Funding" button below). 
  2. Complete, sign, and submit a GC Liability Waiver Form.
  3. Meet with the Student Travel Funding Committee to present your funding request.


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 72 hours prior to your departure date. 

Can I obtain additional funding in addition to what I apply for with STFC?
Yes, however, you will need to disclose this information during the application process. STFC can only provide up to $400 to reimburse the costs of your conference participation. Your college or department may have additional funding to supplement the travel support you receive from STFC. Once you have received approval for your proposal from STFC 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. 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 STFC to ensure I receive my reimbursement?
All documentation and requirements need to be completed and submitted to STFC within 15 business days from the date of return from the conference or competition. 

When do I actually receive the funding?
STFC funding is on a reimbursement basis only. Though you may be allocated funding from the committee before your trip, you still must initially pay the full amount by yourself. After your trip and upon presentation of the required documentation, a reimbursement check will be mailed to you or be made available for pick up. 

Where do I submit all my receipts and other documentation?
Upon return from your conference or competition, you will need to complete STFC's Post-Travel Report within 15 business days. 

To assist in your research, application, and/or submission of documentation for funding, here are a number of documents that are conveniently listed and other resources:

Required Documents for STFC Travel Support

Listed below are a number of required documents that are needed to be completed and submitted in advance or upon your return to campus:

  • Georgia College's Travel Guidelines: When creating your budget prior to submitting a funding application, review these guidelines to ensure your budget adheres to the different requirements. 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 return.

  • Georgia College Waiver: A liability release, waiver, discharge, and covenant not to sue. 

  • Travel Reimbursement Form: Click on and download this reimbursement form. If you need assistance completing the form, please contact the SGA Treasurer. IMPORTANT: Please complete the form electronically before printing it. The form will automatically total all of your costs. You should include the travel dates and the costs of the registration fee and fuel costs. Refer to this document for instructions on completing the form.

  • W-9 Form: When you complete the W-9 form, check the "Individual/sole proprietor or single-member LLC" box in section 3 of the form. Don't forget to sign and date the form (towards the middle of page one).

  • Post-Travel Report: This report will need to be completed and submitted within 15 business days from the date of your return from the conference or competition.


Academic Calendar 

Review all the important academically-related dates and deadlines.

If you have any questions about the travel funding application or reimbursement process, please contact the SGA Treasurer at sga.treasurer@gcsu.edu or 478-445-2801. The Office of the Treasurer is located in the Student Activities Center, Room 105.

Apply for funding