CGSE - Supplemental Funds Guidelines

Please, print out appropriate Form and deliver to the CGSE 5100 Posvar Hall.

Rationale:

CGSE recognizes the importance of supporting academic-related activities that may benefits students in the School of Education even when these events are not directly or fully sponsored by the CGSE organization. A portion of CGSE's annual budget is dedicated to providing supplemental financial support of such events pending approval by vote of the CGSE Executive Board. Supplemental funds will be awarded until available funds are depleted.

Eligibility:

For the Fiscal year 2009 (2008-2009) the Supplemental Grant allocations have been changed to reflect a $500 maximum award. This change is the result of the increased awareness and use of the Supplemental Grant in the recent past. In order to increase the number of people who will benefit from CGSE funding, CGSE has decided to decrease the grant. The application process and reimbursement process will not change.

Individual Graduate Students currently enrolled in the School of Education are eligible to receive Supplemental Funds up to $500 per student. Students are eligible for one award per fiscal year (July 1 ­ June 30). Awards are limited and constrained by the CGSE's annual budget. When funds are limited, preference will be given to students who have not previously received CGSE Supplemental Funds. Funds will be awarded on a first come, first serve basis for qualified students who are:

Conducting academic research for a dissertation, Masters thesis, supervised research, or directed study. (Eligible expenses include those related to data collection, transcription, calculations, analysis, production or distribution.)

OR

Attending academic or professional conferences, when other sources of funding have been exhausted;

OR

Engaged in local or international activities as part of their program requirements.

Note: For Events: University services (catering, printing) will be ordered directly by CGSE.

Review Process:

Completed written applications must be submitted in advance of the event to the CGSE Business Manager in WWPH 5100 at least one week prior to a CGSE Executive Board meeting in order to be reviewed by the board and voted on for approval at the meeting. Applicants must be present at the Executive Board meeting to present the application and answer any questions. No exceptions.

Application Materials to be submitted:

Materials should be submitted to the Business Manager in 5100 at least one week prior to the CGSE Executive Board meeting.

• Completed application form
• Itemized budget for the event or projected expenses for the conference
• List of other sources from which you are seeking financial support for the event/conference attendance

Incomplete or Illegible applications will not be reviewed.

Reimbursement Procedures:

Students seeking reimbursement for qualified expenses must submit a Travel and Business Expense Reports with supporting documentation of all expenses. CGSE follows the regulations established by the University of Pittsburgh in regard to per-diem pay for local and international traveling (for more details in regard to per diem and regulation see: http://www.pts.pitt.edu/Travel/common/perdiem.html

Within two weeks after the event or activity, the student must submit the following to the CGSE Business Manager in WWPH 5100. Incomplete or tardy materials will not be processed.

• Original dated receipts for expenses you wish to claim.
• Completed Travel and Business Expense Form (these pink forms may be obtained in the CGSE office). Please type if possible. Illegible forms will not be processed.
• On the pink form, please complete the following items only:
  • Date of report, University Employee (check Yes or No), School or Division Affiliation (type "Education"), Social Security Number
  • Name and address (use address where you want the check to be mailed).
  • Purpose of Payment (type "Conference travel reimbursement").
  • Date you traveled, Destination (indicate city and state from which and to which you traveled)
  • On the same line, fill in your appropriate expenses. If you use expense for personal car, include the number of miles in the "Miles" box. Then multiply the number of miles by .315 and put this amount in the "Amount" box. (This is the only type of expense that does not require a receipt).
  • Make sure that you sign this report in the box at the bottom left hand corner marked "Payee (Signature)."
• Please allow up to 4 weeks to receive your reimbursement check from the time you submit your materials.