Receiving your GSC travel award

Depending on how your travel expenses are paid (with your personal funds or by your department) and depending on whether or not you have an employment status with K-State, your GSC travel award will either be disbursed in one of two ways.

Graduate School disburses travel award funds to your department	Travel award disbursed to your KSIS financial account
The Graduate School disburse funds to your department if you have an employee role at K-State and your department is processing your travel expenses in Concur or if the department paid directly for your travel expenses.	The award may be disbursed to you through the Office of Student Financial Assistance and posted to your KSIS financial account if you are not employeed at K-State and if you paid for all travel expenses with your personal funds.

Initiate the disbursement process before travel

If you have been allocated a GSC travel award, please complete the award disbursement form as early as possible (preferably before travel) to facilitate the process of disbursing your award funds.

Please direct questions regarding GSC travel awards to gsctravel@ksu.edu.

Travel award disbursed to your department

Please consult about processes for making travel arrangments and paying for travel expenses with the accounting/business personnel specialist in your department if one or both of the following apply to you:

• If you are a GTA, GRA, GA or are in another position for which you receive a paycheck from K-State
• Your department is paying for some or all of your travel expenses

If you are employed at K-State, you will likely need to submit a travel request in Concur before travel. In the "comments" box, indicate that you were allocated a GSC travel award and the amount of the award. After travel, you will submit an expense report in Concur.

Need help? You can find information on training resources on the Concur site. Scroll down to Training Resources and go to the Travel section to access videos or PDF instructions.

Travel award disbursed to your KSIS financial account

If you paid for all travel expenses with personal funds, in the award disbursement form, you will upload the following documentation for expenses you paid for with personal funds:

1. Proof of conference/event registration (required) - Proof of registration is required even if you do not wish to claim reimbursement for registration fees.
2. Conference schedule/agenda (required)
3. Original receipts for expenses you are claiming GSC reimbursement (required), see a list of reimbursable expenses below
   • Receipts must show the amount paid, not just the amount charged.
   • Receipts are not required for personal vehicle mileage and meals.

Note about potential impact on financial aid

If you have accepted financial aid, your aid could be reduced if you receive a GSC travel award. If the amount of financial aid you have already accepted is the maximum amount that you can receive for your cost of attendance, then receiving the travel award will result in reduction of your financial aid.

Allowable expenses to be supported by a GSC travel award

Only the following expenses may be supported with a GSC travel award.

• Conference/event registration
• Airfare
• Baggage fees
• Lodging
• Rental car and gas for rental car
• Tolls
• Parking fees
• Public transportation (e.g., taxi, shuttle, subway, bus, Lyft, Uber)
• Personal vehicle mileage (no receipts required, see state reimbursement rates)
• Meals (no receipts required, see state reimbursement rates)

 

Please direct questions regarding GSC travel awards to gsctravel@ksu.edu.