1. Print a copy of your GSC funding approval email (if you are approved you will receive one).
2. Attend your conference
3. Keep all receipts including, registration, airfare, and hotel.
4. Fill out a Travel Expense Voucher (also known as a T-2 form or a Travel Reimbursement Voucher). The secretary, administrative assistant, or unit business manager for your department should have a copy of this form (if not, one can be found here: http://louisville.edu/rso/gsc/documents/travel.xls). This person should also be able to help you fill out the Travel Expense Voucher. You do not need to put a Speed Number on the form. This part will be taken care of when you turn your form in. Be sure to include your student ID number on the form.
5. Have your advisor or supervisor sign your completed Travel Expense Voucher. You cannot be paid unless you have the signature of your advisor or supervisor.
6. Attach all original receipts and a copy of your GSC funding approval email to the Travel Expense Voucher.
7. Take or send the form to Suzanne Galbreath in W310 SAC (852-5601).
Note: you must submit the form to Suzanne Galbreath within 30 days after your trip.
8. Wait for your check (It should arrive in 2-4 weeks)

Some important notes:

• The GSC will only assist with Costs for Travel, Registration and Lodging.
• To receive GSC funds,your department must have a current representative serving on GSC.
• GSC funds are the last funds to be applied if you received funding from multiple sources.
• Funding for INTERNATIONAL TRAVEL will only be provided if you are also receiving funding from the International Center.
• Additional forms are required for international travel. Please visit http://louisville.edu/rso/gsc/travel-new/travel-abroad.html for more information.

Failure to follow the instructions above or rules as outlined in the Administrative Guide for the Disbursal of Research/Travel Awards may result in forfeiture of your funding. A copy of the Administrative Guide for the Disbursal of Research/Travel Awards can be found in the GSC's constitution http://louisville.edu/rso/gsc/constitution.html
or below:

Administrative Guide for the Disbursal of Research/Travel Awards

1. Research-travel awards shall be granted to the Members of the GSA on a first-come-first-serve basis. At the discretion of the Executive Council, the number of awards granted in the fall semester, for travel during the fall semester, may be limited in order to reserve funds for the spring semester.
2. The Treasurer shall conduct training workshops, as necessary, on the Research-travel award process.
3. The maximum amount of money for a single award may be adjusted from the $250.00/$300.00 current award by a three-fourths majority vote of the GSC. Students who travel to the NAGPS Regional or National meetings shall also be permitted to access the "NAGPS Travel" and "Discretionary" line items of the budget at the discretion of the President or apply to the SGA Finance Committee for SGA funding.
4. If fifteen or more students from the same department travel to the same meeting, no more than fifteen times the maximum individual award shall be awarded to the group as a whole. Furthermore, if the department was in inactive status at the end of the previous academic year, the maximum group award shall be limited to ten times the maximum individual award.
5. Research-travel award requests shall be submitted to the Treasurer at least four weeks prior to the anticipated date of travel. Requests for exceptions to this policy must be made in writing to the Treasurer at least five business days before the anticipated date of travel, and shall be granted only on the approval of a majority vote of the Executive Council.
6. A properly completed reimbursement form and all original receipts shall be submitted to the designated university official in charge of reimbursements within six weeks of returning from travel. Requests for extensions due to extenuating circumstances shall be made in writing to the treasurer within the six-week period and shall be subject to approval by the Executive Council.
7. No awards shall be made to a Member whose department is in inactive status when the request is made. The Treasurer shall make it known to Members who were thus denied funds when their department regains active status and that they may then reapply.
8. No department shall be allowed to access more than twenty percent of the total "Travel/Research" line-item budget of the GSC in a single fiscal year. The Treasurer shall notify the department Representative when 15% of the said budget has been allocated to that department.
9. If the treasurer is not notified by the departure date of the cancellation of a Member's travel plans, that Member shall be ineligible to receive Research-travel funds for the remainder of that academic year.

If you have any questions please contact the GSC Travel Administrator at: James Lee