Academic Conference Fund FAQ
Questions Regarding Eligibilty/Application
What needs to accompany my application?
Application forms must be accompanied by (1) proof that the paper or creative work has been accepted for presentation, with an abstract of the paper/poster and/or description of the creative work, (2) signatures of a major advisor or department chair, supporting the student's request for a travel grant, and attesting to the quality of the work, and (3) you resume. * Your application will not be reviewed until we receive all of the necessary components.
Are presenters fulfilling a class requirement eligible for the award?
No; if the student presenting at the conference is doing so as a class requirement, they are not eligible to receive funds.
What does it mean to be "in good academic standing with the university?"
Each student must have a cumulative grade point average (GPA) of a 2.000 or higher to be in good standing
Are students who are attending a conference or meeting as a participant only, eligible for funding?
No; participants are no longer eligible. Presenters who have proof of acceptance or an invitation to present at an academic conference or meeting are eligible to apply for funds.
Questions Regarding Travel
When is the Travel and Expense option good for me?
The Travel and Expense option is good for anyone. The Travel and Expense option is especially good if you have already made purchases for which you plan to be reimbursed. It is also good if you are leaving for the conference soon, as the Stored Value Debit Card takes around four weeks to be processed and delivered to our office.
May I have someone else purchase my plane ticket?
NO; we need the original receipt in your name in order to reimburse for the plane ticket, so you must purchase it yourself with your own funds.
What if I am sharing a hotel room with another person?
If you are sharing a hotel room, then ask the desk clerk to split the bill at check-out. Many hotels are used to doing this. Be insistent if you must.
What if my professor also has the APEF grant for me?
While the ACF and APEF grants can be combined for further funding, they are two separate grants administered in different ways. If you have both, you need to complete BOTH Report & Reflection cover sheets, and you must submit SEPARATE travel and expense reimbursement forms: one to the Office of Integrative Learning, and one to your professor's department. You may use the same activities summary and report for both grants.
When is the Stored Value Debit Card (SVDC) a good option for me?
The Stored Value Debit Card is a good option for you if you are purchasing a plane ticket that is less than or equal to the amount of your award or if you are paying for conference registration fees with the SVDC. Please note: it can take up to 4 weeks to obtain an SVDC, which makes this a non-option for anyone on a short time-line.
May I use the Stored Value Debit Card to pay my credit card bill for conference purchases?
No; this would require you to use the reimbursement option, as we need the receipts for the actual transactions, not bills for them.
May I withdraw cash from the Stored Value Debit Card?
No; you may not ask for cash back on any transaction or withdraw cash from an ATM with the SVDC.
May I purchase gas with the Stored Value Debit Card?
No; GVSU’s Travel Policy allows you to claim mileage if you are using the reimbursement option, but it does not allow for gas purchases. It is to your advantage to claim mileage rather than just buy gas.
May I purchase food with the Stored Value Debit Card?
No; the Stored Value Debit Card may not be used to purchase food. You can be reimbursed for food based on GVSU's per diem amounts. Please note: If the conference you are attending provides you with a meal, you may not claim the per diem amount for food on that day.
