No. GSG accepts applications for conferences attended immediately following the end of a semester period.  For example, for summer semester 2012 (May 16-August 26), we accept applications from the end of August through October 1^st. 

Because GSG has limited resources for travel grants, it is necessary to wait until all applications are received for an application cycle before processing them to ensure that those who apply at the beginning and at the end have a chance to receive funding.  For example, if the deadline for applications is August 1^st, we will process all applications after that date.

Processing hundreds of applications is a major undertaking for GSG.  It will take GSG between one and two month from the deadline to process all applications.  At that point, if your application is approved, you will receive email notification and need to log into the application system and print/sign your approved forms and bring these in along with original receipts to Tudor Campus Center Room 224.  Once this paper work is received, these materials are submitted to USC for payment processing, which takes about 2 months. 

Once you click “submit for advisor review,” an email message will be sent to your advisor asking him or her to approve the application.  However, if you need to resend the email, you can log back into the system, make any needed changes to the application and then click “submit for advisor review” again.  If you need to change your advisor, you can log in to the system, click on “profile” and update your advisor contact information.  Then, you can then select your application and click “submit for advisor review” again, which will send an email message to the new advisor. 

At this point, it is not possible to make further changes to the application.  You will have to submit a new application.

1. Any Non‐Conference Related Expenses

2. Mileage Instead of Using a Public Carrier (i.e. If it would be cheaper to fly to the conference than to take the mileage allotment, then the mileage limit would be capped at what the flight would have cost – For example: It costs $350 to fly to New York City from Los Angeles. New York City is approximately 2800 miles. At 55 cents a mile that would be $1540. The max that you can apply for would be $350.)

3. Fuel for Personal Vehicles

4. Transportation During a Conference (i.e. Buses taken downtown for the evening entertainment, shuttle between the hotel and the conference, etc.)

5. Room Incidentals (i.e. Telephone Calls, Movie Charges, Safe Rental, etc.)

6. Any Expenses that were covered by other Sources (i.e. departments, grants, etc.)

7. Any Expense without an Original Receipt

8. Alcohol Purchases

9. Expenses for other people

The following are considered original receipts [please note that copies of original receipts will NOT be accepted] – We reserve the right to reject any receipt that we feel is not satisfactory:

• Cash register receipt/tape (not adding machine tape)

• If paying by credit card, you need the cash register receipt and the credit card receipt

• Itemized hotel bill with the credit card payment terms (balance need not show zero)

• Letter receipt stating “paid” (e.g. letter confirming receipt of payment for registration)

• Original invoice showing method of payment and balance due as zero

• Airline ticket receipt and original boarding pass

• Itinerary (showing travel dates and dollar amount paid) and original boarding pass

The following are NOT considered original receipts:

• An email

• A screen printout

• A credit card statement

• An online banking statement

EXCEPTIONS – the following combinations of copies, printouts and original documents will be considered original receipts for the following expenses:

Airfare Purchased Online

• Screen printout of online order PLUS original boarding passes OR

• Email confirmation PLUS proof of payment** as defined below OR

• Screen printout PLUS proof of payment** as defined below OR

Lodging Booked and Paid for Online (E.g. Priceline, Hotwire, etc.)

• Screen printout showing the daily rate and dates of stay PLUS proof of payment** as defined below

Conference Registration Paid for Online

·       Screen printout of online order PLUS proof of payment** as defined below OR

·       Email confirmation PLUS proof of payment** as defined below

**Proof of Payment can be any of the following

• Copy of personal credit card statement (black out the account numbers and address)

• Copy of online banking statement (black out the account numbers and address)

Screen printouts and emails are only acceptable in certain instances and require proof of payment as outlined in the Application Procedures and Guidelines. 

GSG reserves the right to change policies at any time. 

You can submit up to five files.  If you have lots of receipts, it is best to upload them in one single zip file.

Applications can only be accepted through the online system. 

Make sure you are uploading in one of the following formats: pdf, jpeg, bmp, doc, docx, zip.  Make sure file size is less than 5 MB.

When you upload the receipts, this is so GSG can review and approve your application.  However, in order for USC to process payment for you, original hard copies are needed.

Incomplete: this means you have not filled out the entire application and submitted it for advisor review.

Under Advisor Review: You have completed the application and an email has been sent to your advisor for his or her approval.

Pending GSG Approval:  Your advisor has approved the application and GSG is processing the application.

Completed: GSG has approved the application and submitted it to USC to generate your payment.  At this point, it will take about two months to receive your payment. 

You can email Kevin Anderson, the GSG Vice President at: gsgvicepresident@gmail.com.