Frequently Asked Questions

1.  Is there a maximum amount of funds I can be awarded?

Yes. Students traveling within the United States can be awarded a maximum of $500 per fiscal year. Students traveling internationally can be awarded a maximum of $750 per fiscal year. If a student is traveling both internationally and domestically during a fiscal year, he/she can receive a maximum of $750 for the fiscal year.

2. Are travel advances available?

No. GSC travel awards will only be paid in reimbursement form after travel.

3. If I don’t have additional funding, would GSC consider increasing my travel award?

Unfortunately, GSC travel award funds are limited and thus we are unable to increase awards. The maximum award for travel within the United States is $500 and the maximum award for travel internationally is $750.

4. When do you need to know if I won’t be using my travel award?

If your travel plans change and you will not be using your GSC Travel Award, you must inform the GSC immediately via email to tarap@ksu.edu. Failure to appropriately claim or deny a travel award will result in ineligibility for GSC Travel Awards for ONE YEAR.

5. My department is paying for some of the expenses of my trip, can I still apply for a travel award?

Yes. GSC travel awards can be used to pay for expenses not covered by your department.

6. When will I find out if I received a GSC travel award and how much my award is?

No less than 10 days after the application submission deadline, travel award recipients will be notified of their award amount via email and a complete list of award recipients will be posted. Due to the limited availability of funds and the competitive nature of the awards, it is likely that some applications will not receive funding. Applicants not awarded funds will be notified via email.

7. It’s past the deadline for my month of travel. Can I still apply for a GSC travel award?

No. GSC will not accept late applications. No exceptions.

8. I submitted an application for conference X, but I have been accepted for conference Y. What can I do?

If you wish to receive funding for both conferences, simply complete and submit another application for conference Y. If you are planning to attend conference Y instead of conference X, notify GSC by emailing tarap@ksu.edu.

9. What does "sign original, itemized receipts" mean?

All receipts turned in for reimbursement must have your signature on them indicating authenticity. Airfare and registration receipts are often sent via email. These can be printed off and then signed. Receipts are not required for meal or personal vehicle mileage reimbursement.

10. How will I be reimbursed for meals?

All meals will be reimbursed based on State of Kansas per diem rates. Meal allowances are based on time of departure and return and event location. No receipts are required for meal reimbursement. See the Meal Expense Reimbursement section of the Reimbursable Travel Expenses policy manual for more information and per diem rates.

11. How will I be reimbursed if I drive my personal vehicle?

Reimbursement for use of a personal vehicle will be based on State of Kansas mileage rates. No receipts are required for mileage reimbursement. Mileage reimbursement rates are considered to cover all costs associated with the use of a privately-owned vehicle including, but not limited to, gasoline/diesel, oil, tires, repairs, insurance, license fees, depreciation costs and expenses of any type. See the Mileage Reimbursement for Use of a Privately-Owned or Operated Conveyance section of the Reimbursable Travel Expenses policy manual for more information and mileage rates.

12. Can I be reimbursed for membership fees?

Membership fees can only be reimbursed if membership is required in order to attend the event.

13. How long will it take to receive my reimbursement? How do I get my money?

Students should allow 2-3 weeks after turning in their reimbursement packet to receive a reimbursement check. Checks will be mailed to the address provided on the W-9 form. Reimbursements for GRAs, GTAs, GAs and other university employees enrolled in direct deposit will be paid via direct deposit rather than via check.

14. Can I email or fax my travel reimbursement packet?

Yes. All documents included in the reimbursement packet must still have an original signature. Packets can be emailed to tarap@ksu.edu or faxed to (785) 532-2983.

15. Can I be reimbursed for my hotel expenses (or other expenses) if my roommate paid for it and then I paid him/her back?

Students should only pay for their travel expenses and not those of other students. If sharing a hotel room, separate hotel receipts for each student’s portion of the lodging must be submitted. While this is the preferred method, the GSC understands that it is not always possible or economical to get separate lodging receipts, book flights separately, etc. If a situation like this occurs, please contact Tara Pfaff, tarap@ksu.edu, for additional guidance.

16. What if the total amount of my receipts is less than my travel award?

If the total amount of your receipts is less than the amount of your travel award, you will only be reimbursed for the total amount of your receipts.

17. What if the total amount of my receipts exceeds my travel award?

If the total amount of your receipts exceeds the amount of your travel award, you will be reimbursed only for the amount of your travel award.

18. When can I claim my travel award?

Post-travel reimbursement packets must be submitted within 1 month of the end date of travel. Failure to turn in a post-travel reimbursement packet within the month period will result in a forfeit of award.

19. I won’t be able to turn in my post-travel reimbursement packet within the 1 month time frame. Can I submit my packet later?

Yes, but you must email tarap@ksu.edu requesting an extension. Failure to do so will result in your award being cancelled.

20.  Why do I have to fill out a W-9 form?  Does it have anything to do with my taxes?

Information from the W-9 form is needed to establish information in the K-State vendor database. Reimbursement checks will be mailed to the address listed on the W-9 form. Reimbursements are generally neither taxable nor reportable.