USUAA Student Travel Scholarships


2014-2015 APPLICATION DEADLINES: 

Fall 2014:  Wednesday, September 17 and October 22
Spring 2015: Wednesday, February 4 and March 4

Submit applications to Student Life & Leadership, Student Union Room 218

FALL 2014 USUAA TRAVEL SCHOLARSHIP APPLICATION: SEPTEMBER 17 DEADLINE


Purpose

The USUAA Student Travel Scholarships provide financial support for students wishing to attend academic or leadership workshops, conferences, or participate in civic-engagement experiences. These scholarships are awarded twice each semester.

Student Travel Scholarships only support transportation and/or event registration expenses. Each applicant is eligible to receive up to $850, however, the USUAA Travel Board reserves the right to allocate amounts less than $850. 

Awards are allocated as a reimbursement. Transportation and/or event registration expenses are given after completion of the approved travel.  

Criteria for Eligibility

To be considered eligible to receive a USUAA Student Travel Grant an applicant must meet the following criteria:

  • Applications must be complete and received by the stated deadline. (In the interest of fairness and the high volume of applications the USUAA Travel Board is unable to make exceptions to this policy).
  • Registered in 3 or more credits, and have paid the USUAA Student Government Fees.
  • Hold a 2.5 cumulative GPA at the time of application.
  • Be in good disciplinary standing with the University at the time of application and reimbursement (if awarded).
  • Applicants traveling within the continental United States require their departure date to begin no earlier then four weeks, prior to the submission deadline.
  • Applicants traveling internationally require their departure date to begin no earlier then nine weeks, prior to the submission deadline.

Awarding Process

The USUAA Travel Board reviews applications and allocates funds. The Travel Board consists of two USUAA Senators and three students-at-large. Members of the board are appointed by the USUAA Vice-President and approved by the USUAA Assembly. 

Award Notification

All students applying for a USUAA Student Travel Scholarship will be notified of the Travel Board's decision via e-mail 12 business days after the stated deadline. To ensure fairness, no information regarding an application will be supplied prior to the 12 day period.

All recipients of USUAA Travel Scholarships are required to schedule a meeting within five (5) days of award notification with the USUAA Administrative Assistant to set up travel to be authorized through the University's Travel Expense Management System (TEMS).  Students will not receive funding unless travel approval is granted through TEMS prior to travel departure.

Reimbursement Process

  • Scholarship recipients must submit receipts for all transportation and/or registration fees for which they were awarded 
  • No reimbursement will occur if recipient did not receive travel authorization prior to travel date.
  • It is the responsibility of the student receiving the travel scholarship to schedule a post-travel meeting with the USUAA Administrative Assistant to submit all receipts related to the travel within fifteen (15) days after completion of travel. The USUAA Administrative Assistant will assist in completing the Travel Expense Report for reimbursement.
  • Scholarship recipients should expect to receive reimbursement by mail or direct pay approximately three (3) weeks after submitting all necessary receipts and completing the Travel Expense Report.
  • Note: Travel scholarship recipients whose transportation and/or event registration expenses are paid for in advance by a UAA student club, organization, and/or department effectively surrender their grant to the sponsoring UAA entity. The transfer of the student's grant will be made after travel is completed and the Travel Expense Report has been finalized.

Special Considerations

  • If travel does not occur in the same semester when an application is submitted, the student must be enrolled for the following semester.
  • Applications will not be considered when the primary purpose of the travel is to seek employment.
  • Students may only receive one grant per academic year.
  • Students must submit individual applications – group applications will not be accepted.
  • Applications will not be considered if travel has already occurred.
  • Applications lacking any required documentation will not be considered, no exceptions.

Frequently Asked Questions

 Why are four weeks (domestic) and ten weeks (international) periods prior to departure important?

USUAA is a recognized student organization and uses student fees to support the USUAA Travel Scholarship. The University must approve any travel where a student receives funding from a recognized student organization and/or receives funding from student fees. No reimbursements for travel-related expenses can be approved without prior authorization of the travel. To allow for sufficient approval time students traveling within the United States must start travel no earlier than four weeks and student traveling internationally must start travel no earlier than ten weeks.

USUAA Travel Board cannot consider an application if travel has already occurred or will occur before these dates.

How do I buy an airline ticket, book a hotel, or pay for my event registration?

USUAA Student Travel Scholarships are processed as reimbursements only. It is the responsibility of the student traveler to arrange and pay for all travel expenses prior to the date of departure.

Are there any additional requirements for international travel?

International travel requests must be accompanied by a letter of support from a staff or faculty member at UAA.  For academically related travel, the letter should come from the Chair of the department or faculty member facilitating/supporting the trip. Proof of international student insurance is required for international travel. Many options are available through http://www.internationalstudentinsurance.com.  Students are responsible for purchasing their own insurance.  These costs cannot be paid by USUAA.

What is the maximum amount I can be awarded?

Students are eligible to receive up to $850. This limit has been set by the USUAA Travel Board in an effort to offer as many students as possible with the opportunity to apply. The Board reserves the right to award less than $850 to applicants based on application materials and stated travel expenses.

How will I receive my reimbursement?

If awarded, travel scholarships will be paid out after the travel has been completed. You can expect to receive reimbursement by mail approximately three weeks after submitting all necessary receipts and completing the Travel Expense Report with the USUAA Administrative Assistant. If a recipient’s transportation and/or event registration expenses are paid in advance by a UAA student club, organization, and/or department, the recipient effectively surrenders their scholarship to the sponsoring UAA entity. The transfer will occur after travel is completed and the Travel Expense Report has been finalized.  Students will not receive funding unless they attend the pre-travel meeting with the USUAA Administrative Assistant.

 What if my trip is cancelled or I am unable to attend?

Travel grants will be revoked regardless of cause or reason for cancellation and no reimbursements will be processed. It is the responsibility of the student to contact the USUAA Administrative Assistant as soon as the travel has been cancelled. 


Questions?

For additional information regarding eligibility or awarding process, contact 
USUAA Travel Board: uaa_travel@uaa.alaska.edu 
Paula A. Fish, Assistant Director for Student Leadership & USUAA Advisor via email: anpau@uaa.alaska.edu.
Anita Bradbury, USUAA Administrative Assistant via email: anaks@uaa.alaska.edu