ACF FAQs

Eligibility/Application Questions
Travel Questions
Step-By-Step Instructions

Questions Regarding Eligibility/Application

What needs to accompany my application?
Application forms must be accompanied by:

  1. Your résumé
  2. Proof that the paper or creative work has been accepted for presentation
  3. The email address of a faculty member who can speak to his/her support of your request for a travel grant, and attest to the quality of the work

*Your application will not be reviewed until we receive all of the necessary components.

How long does it take to review my application?
Please allow 10 business days to review applications.  You will be notified via email once the review is complete.

Does ACF fund student organizations?
ACF is available to all students regardless of their affiliation with student organizations. The presentation and conference must be academically based to be considered fundable by the ACF reviewers.

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.

Can my professor also apply for the APEF grant for me?
No; the ACF and APEF grants can no longer be combined for further funding.

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.

When will I get my reimbursement check?
Please allow 12-15 business days to process reimbursements.  This allows for review and approval of your report and reflection, for us to submit a request to the accounting department, and for the accounting department's 7-10 business day processing time.

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.

Am I eligible for the Stored Value Debit Card (SVDC)?
The Stored Value Debit Card is available to students who would find it a hardship to purchase large tickets items (i.e. plane ticket, conference registration fee, hotel) and wait for a reimbursement.  The expenses must be less than or equal to the amount of your award.  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.

Step-By-Step Application Instructions for Academic Conference Fund Travel Grants

1. Apply for funding
Apply Online. You will need to upload your résumé and proof of acceptance to present at the conference. You will also enter the email address of the faculty member who will be asked to serve as a recommendation on your application.

2. Notification of Award
Applicants will be notified by email within 10 business days of the status of their grant application.  Successful applicants will need to sign his or her award letter in 181 Lake Ontario Hall to accept the award within 5 business days of grant notification.

3. Choose a funding method
For the reimbursement option, all receipts must be submitted within 10 business days from the last day of the conference. See Travel and Expense Guidelines for acceptable reimbursements.

Applicants who are eligible for the Stored Value Debit Card Option will be contacted when the debit card is delivered to the Office of Undergraduate Research and Scholarship. The card must be signed for in person. All original receipts must be submitted within 10 business days from the last day of the conference. Please see the questions regarding travel above to determine what charges are acceptable.

4. After the Conference
The student must submit to OURS within 10 business days from the last day of the conference the following (ALL FORMS AND REPORTS MUST BE TYPED):

  1. ACF Report and Reflection Form, Activities Summary, and Reflection Essay
  2. Reimbursement Form:

Grand Valley State University complies with the IRS regulations on reimbursements. Please be sure to review the GVSU Travel Policy and Procedures. All GVSU travel must adhere to the Travel & Expense Guidelines.

Students who may have a hardship in waiting for a reimbursement may review the Stored Value Debit Card page for eligibility.

Page last modified March 20, 2013