Before traveling, fill out the SPHTM SGA Travel Expense Application, attach proof of SPHTM full-time enrollment in the current semester, proof of payment of conference fees and any documentation from all other sources of funding. Submit your application with all attachments during SGA office hours only (hours are Tuesdays, 10am to 11am at the SGA office, Tidewater, 1st floor behind Pickles Cafe, in the student lounge). Students who attend conferences are eligible to receive at maximum $250 in reimbursements from the SPHTM SGA. Students who submit all forms with required attachments on or before the deadlines will be entered into the pool of money allocated for funding by SGA, at which point monies will be divided evenly among those students. Deadlines must be adhered to (see below).
Save your receipts!!!
When you are on your trip, please be sure to save all of your receipts (food, hotel, transportation). Whenever possible, you should secure itemized receipts. When you return, tape all of your original receipts to pieces of 8.5 x 11 paper in date order and make a copy for your records.
Sharing a Hotel
If you share a hotel room with other people, please get together with each person in the room and determine how much each spent on the hotel (Note: in-room movies will not be reimbursed). Write each person's name on the bottom of the receipt with the amount that person spent next to it. Make copies for each person in the group to include in their receipts. Important: The hotel receipt must show a $0 balance or some other notation stating that the bill was paid in full
**If you travel by air, you must save a receipt showing the cost of the flight as well as your boarding passes to confirm that you actually took the flight.
After traveling, fill out the Request for Travel Reimbursement form, as well as the Travel Expense Itemization Sheet, attaching proof of conference attendance (badge, pictures, etc.), all receipts and documentation for any other sources of other funding received. Submit to SPHTM SGA during office hours only (hours are Tuesdays, 10am to 11am).
Additional Funding Sources
If you are looking for additional sources of funding, please contact your department to see if there is any available. For additional funding, please visit the Graduate and Professional Student Association Webster.
If you have received money from another source, it will be subtracted from your award given by SGA. If you receive $50 from another source, for example, the amount you will get from SGA will be $50 less than what would have been awarded to you.
The SPHTM SGA Travel Expense Application with required attachments is due two weeks before the conference you are attending. The Request for Travel Expense Reimbursement forms are due within 30 days after the conference you are attending. PLEASE NOTE: All forms need to be submitted with required attachments by the deadlines. Forms will not be honored if special arrangements have not been made prior to the deadlines. Contact the SPHTM SGA Treasurer, Diana Singh at email@example.com to make those arrangements and for any further questions not addressed here.
GAPSA Funding for Capital Projects or Events
Go to http://www.tulane.edu/~gapsa/finance/ and follow the links to the type of funding you are seeking. Fill out the form with as much detail as possible. When you have finished the form, you will be given a confirmation number. Be sure to keep this number. You will be able to log into the site to check the status of your application by using the confirmation number and your tulane.edu email address.
You must present the request to the GAPSA Finance Committee prior to the event. If your request is approved by Finance, you will be asked to present your request to the GAPSA Assembly meeting. See the GAPSA Webster for additional information on the application process and the dates of upcoming meetings. You must present the request to the GAPSA Finance Committee prior to the event. If your request is approved by Finance, you will be asked to present your request to the GAPSA Assembly meeting. See http://www.tulane.edu/~gapsa/finance/faq.html for additional information on the application process and the dates of upcoming meetings.