GRADUATE STUDENT CONFERENCE TRAVEL AND RESEARCH FUND (GSCTRF)
APPLICATION GUIDELINES & APPLICATION FORM

The GSCTRF is outlined by the Constitution of the Graduate Student Organization and is designed to provide monetary reimbursement for expenses incurred in presentation of papers at scholarly conferences, and for travel in connection with research for the thesis/dissertation. In the event of an excess of applications, priority will be given to new applicants. All application packets should be submitted to the GSO Office, LN 2441

I. REIMBURSEMENT FOR CONFERENCE PARTICIPATION EXPENSES
Any graduate student in good standing (as determined by the Office of the Graduate School) shall be eligible to submit a request for no more than half the expended amount (maximum of $200) for reimbursement of expenses incurred for presenting in any conference. The following must be included for all requests:
1. An application form signed and dated by the applicant and applicant’s Advisor or Director of
Graduate Studies of the department/school;
2. A letter explaining need;
3. Receipts for expenses in connection with the conference, including travel expenses (air, train, bus fare, fuel receipts, hotel bills, conference registration fees, etc.);
4. A budget of expenses (to determine the total cost of conference participation);
5. An accounting of all other sources of funding;
6. An abstract of the presentation;
7. A copy of the program showing the participant's name, or a letter confirming participation in the conference (e.g. the letter of notification for the acceptance of the paper.).

II. REIMBURSEMENT FOR TRAVEL EXPENSES in relation to a RESEARCH PROJECT
A graduate student engaged in research on her/his thesis or dissertation may apply for up to $200 for travel connected to that research project. For consideration, the following must be submitted:
1. An application form (see above).
2. A letter outlining the research; a thesis or dissertation proposal (which was submitted to the Graduate Program in which the student is enrolled); and the benefits of the research for timely com- pletion of the thesis or dissertation.
3. A budget of expenses for the research trip.
4. All receipts for expenses incurred (travel, lodging, parking).


III. ADDITIONAL GSCTRF POLICIES:

TIME CONSTRAINTS
The GSCTRF committee will consider applications submitted no later than thirty days after the conclusion of the conference/trip. For conferences taking place in the summer, applications should be submitted by the beginning of the third week of the following semester. All supporting documents must be submitted within fifteen days after notification of any inadequacies. In the event of extenuating circumstances, the GSO Treasurer must be notified within three weeks after the event.

OTHER SOURCES OF FUNDING
All applicants should also apply for funds from the Graduate School prior to the conference or research travel (applications are available in the Office of the Graduate school and in the GSO Office). All applicants must provide a report of other sources of support for their research or conference participation. This includes funds received from the Graduate School, departments, and independent entities.

EXCLUDED EXPENSES
Photocopies or duplication; library materials or equipment; office supplies or paper goods; typing or other clerical services; inter-library loan fees; fines for overdue materials; food; expenses incurred in connection with conferences held at SUNY-Binghamton, its schools, departments, centers or organizations.

DIVISION OF FUNDS
The funds for GSCTRF shall be divided into two equal parts for disbursement during each semester.

LIMITS ON GRANTS
No grant shall exceed one-half (1/2) of the total cost of the project. No one at any time will exceed $200. No student shall receive more than $250 for conference participation and $200 for travel on thesis/dissertation research per academic year. No student shall receive more than $750 in total GSCTRF funds during her/his academic career.

GSCTRF COMMITTEE
The GSCTRF committee consists of one GSO officer and at least one faculty member and two students.

EXTRA FUNDS
In the event of exhaustion of the GSCTRF funds, money up to the amount rolled over from the GSCTRF into the funds balance in the previous fiscal year owing to its non-usage can be appropriated by the GSCTRF Committee for use in the current year. The provision, nonetheless, requires an amendment of the budget in this regard.

WARNING: Any misrepresentation, fraud or deliberate misleading on the part of the applicant in regard to an application to the GSCTRF shall de facto void that applicant’s right and privilege to any grant money and may lead to whatever necessary steps to reclaim any money provided by that fund. Similarly, such acts shall de facto void that applicant’s right and privilege to submit any further application to the GSCTRF for the duration on that student’s tenure as a graduate student at SUNY-Binghamton.