CDIP TRAVEL GRANT PROGRAM CDIP TRAVEL GRANT PROGRAM CDIP Scholar Development - TRAVEL GUIDELINES FOR 2016/2017-

GENERAL OVERVIEW Each CDIP Scholar may apply for a maximum of 6 CDIP Travel-Grants. Scholars can submit two applications per year: ◦Summer/Fall ◦Winter/Spring The travel grant funds up to $1,500 for the CDIP Scholar per application and $1,500 for the Faculty Mentor per year. Only complete applications will be considered. ◦In particular, the Collaborative Plan of Support (CPS) of the CDIP application must be included in the travel grant application. Travel grant applications without the CPS will not be considered. TRAVEL GRANT GUIDELINES FOR 2016/2017

TRAVEL SUPPORT: AIR TRAVEL For each trip please provide complete dates as well as departure and arrival city/airport information. Make good effort to find reasonably priced flights Book your flights well in advance prior to your travel dates. ◦In 2013 the best time to buy a domestic airline ticket was 54 days in advance, or 7 ½ weeks on average. ◦Ticket price climbs up exponentially within the four weeks of travel. If we can find a flight on the same dates to the same city from your location for significantly less than you budgeted, you will be reimbursed for the lesser amount. TRAVEL GRANT GUIDELINES FOR 2016/2017

TRAVEL SUPPORT: GROUND TRAVEL For each trip please provide complete dates as well as departure and arrival city information. Only mileage is reimbursed. ◦Reimbursement is according to CSU travel regulations and rates. Current mileage rates are set to.54 cents per mile. If air travel is cheaper than ground travel, we will pay only for the cost of air travel. Maximum ground transportation compensation is $150. TRAVEL GRANT GUIDELINES FOR 2016/2017

TRAVEL SUPPORT: INTERNATIONAL TRAVEL International travel is permitted if the CDIP Scholar gives an oral or poster presentation. Only one international trip is reimbursed per application. Travel to Canada is considered international travel. TRAVEL GRANT GUIDELINES FOR 2016/2017

TRAVEL SUPPORT: LODGING A MAXIMUM of $195 per room night (excluding taxes and fees) will be reimbursed. Save the hotel receipt showing documentation of payment/night of lodging. ◦A hotel receipt should include: 1.Name of occupant 2.Check-in/Check-Out dates 3.Nightly rate 4.Total amount paid 5.Method of payment When using companies such as Expedia that bundle travel, an itemized final hotel receipt is required. ◦Statements not acceptable for reimbursement: ◦A bank or credit card statement listing the total expense ◦A confirmation page from travel agencies/websites TRAVEL GRANT GUIDELINES FOR 2016/2017

CONFERENCE REGISTRATION FEE The travel grant will reimburse for the cost of early conference registration fee. ◦Please submit a documentation of the conference registration fee with your travel grant application (e.g., a printed registration page of the conference website, a copy of the conference registration form showing the registration fee). ◦Late registration fee cost will not be covered. TRAVEL GRANT GUIDELINES FOR 2016/2017

TRAVEL SUPPORT FOR FACULTY MENTORS The maximum support for faculty mentor’s travel is $1,500 per year. We will only support faculty mentor’s trips to professional conferences with the CDIP Scholar. We will not pay for campus visits to the scholar’s location Faculty mentors must submit their own Final Expense Report with receipts and completed Data Vendor Form to receive reimbursement. Faculty mentors do not need to submit a Final Activity Report. TRAVEL GRANT GUIDELINES FOR 2016/2017

OTHER ALLOWABLE EXPENSES Professional memberships by way of attending a conference/workshop. Usually memberships are paid when registering for a conference at a discounted rate. The cost to create and print a poster for professional presentations (and the tube to carry it in on the plane!) TRAVEL GRANT GUIDELINES FOR 2016/2017

UNFORTUNATELY, WE ARE UNABLE TO PAY FOR … Per diem for meals ◦ANY food, drink, or alcohol Organizing a workshop and associated costs ◦Notebooks, materials, lunch for people, etc. TRAVEL GRANT GUIDELINES FOR 2016/2017

FINAL EXPENSE REPORT A complete Final Expense Report includes: ◦Final Activity Report (for scholars only) ◦Final Expense Budget ◦Itemized Receipts ◦Vendor Data Form (for mentors only) The Final Expense Report is due within 2 weeks of completion of all approved activities. Scholars and Mentors are to submit their own Final Expense Report. Exact dates are required on the final expense budget. If any items listed were not approved on the original application they will not reimbursed. Reimbursement is given after the Final Expense Report is reviewed and approved. TRAVEL GRANT GUIDELINES FOR 2016/2017

RECEIPTS When using companies such as Expedia that bundle travel, an itemized final hotel receipt is required that lists daily charges, total amount paid, name, and method of payment (a bank or credit card statement listing the total expense is not acceptable). The bill MUST be in the name of the CDIP Scholar in order to be considered for reimbursement. Similarly, faculty mentor’s name must appear on faculty mentor’s bill. Copies of itemized receipts must submitted electronically. ◦Itemized receipts will show what was purchased and the price per item. ◦They will also show the form of payment used. Organize the receipts in order of date. TRAVEL GRANT GUIDELINES FOR 2016/2017

OTHER REQUIRED ITEMS Name badge or program page or link that shows Scholars’ name and affiliation. Boarding passes that show awardee’s name for air travel. Conference/workshop registration receipt with awardee’s name and affiliation. Evidence of professional presentation, if applicable. This includes conference/workshop program, schedule or proceeding showing the scholar’s name and title of presentation. TRAVEL GRANT GUIDELINES FOR 2016/2017

FINAL THOUGHTS Consider this a professional development opportunity. Priority funding will be given to those who are presenting at a conference or workshop. Read the application thoroughly – if anything is missing, your application may not be considered. The more detailed your budget request, the better our ability to understand and fund it. The more organized your final expense report is, the quicker you will receive your reimbursement. Your pictures and experiences are always welcomed. Please send pictures of your posters or you at work when submitting your final expense report. We take any opportunity to show off your incredible work! TRAVEL GRANT GUIDELINES FOR 2016/2017