GSA Conference Fund Guidelines

Application Instructions and Deadlines:

Applications (short form, a justification statement, and proof of your registration and presentation at the conference) are available on the web, or you can contact the Committee Chair.  Applications must be received in the office of the Committee Chair no later than 5:00 p.m. on the deadline date.  Applications received after the deadline will not be accepted. (If you use mail or inter-office mail make sure you allow for delivery time.) 

Deliver completed applications to:

Bryce Brylawski, Conference Fund Committee Chair
Virginia Institute of Marine Science
Gloucester Point, VA 23062
804 684-7439
[[brylawsk]]

General Guidelines:

1. Students will be considered for conference funding only once per VIMS degree.
2. The Conference Fund is generally intended for travel within the contiguous 48 states.  If funds are approved for out-of-country travel, it is the sole responsibility of the student to obtain the necessary documents require by the College to be reimbursed for expenses paid in foreign funds and to provide proof of the currency exchange rates during the dates of travel.
3. All applications must be received by the Chair of the Conference Fund Committee no later than 5:00 p.m. on the deadline date.  Applications received after the advertised deadline date will not be considered. Postmarks will not be honored -- if submitting the forms by interoffice mail, remember to allow your application sufficient time!  Applications must also be on original forms; faxed copies will not be accepted.
4. Conference funds cannot be used for participants who wish to attend a conference solely as part of their job search or to undertake job interviews.
5. Conference funds are not intended for participants attending competitions.  However, this guideline does not apply to those scientific conferences in which presentation awards (e.g., "Best Student Poster") are given.
6. If you have received funding from another source or if you intend to apply to other sources for funding to cover any portion of travel or participation in this conference it must be noted on this application. Conference funds can only be used to cover portions of approved expenses (transportation, lodging and registration fees.)
7. Conference funds are administered on a reimbursement basis and are not available prior to travel. Reimbursement cannot be processed until after travel has occurred.  Original receipts are required for personal reimbursement by the SMS/VIMS GSA Treasurer.
8. Any portion of travel that has been paid for or charged to a college account (W & M or VIMS) must be reimbursed to that account, not to the individual. Appropriate account information will be needed to process a transfer of funds.
9. Applicants are not guaranteed the maximum amount allowed.  The amount of each award will be determined by the number and merit of received applications for the specific award period.
10. All decisions made by the Conference Fund Committee are final.