The Congress of Graduate Students (COGS)

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Conference Presentation & Attendance Grants Workshop

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Introductions - Meet the COGS Team

Jack Rowan

Speaker

COGSSpeaker

@admin.fsu.edu

Jared Bethke

Deputy Speaker, Finance

COGSDepSpeaker

@admin.fsu.edu

Laura Vaughn

Deputy Speaker, Communications

SGA-COGS-Communications@fsu.edu

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Ridwan Balogun

Deputy Speaker, Judicial Affairs

SGA-COGS-JA@fsu.edu

What are COGS Conference Grants?

Financial support for graduate students so they can attend conferences, present research, and represent Florida State University to the national and international academic community.

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There are two different types of grants you can apply for:

Attendance and Presentation Grants.

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These grants are made available on a first come first serve basis, which means that you may not get your application approved if funding has run out for time period you applied during.

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All requests must be submitted 15 days prior but funds are disbursed as a reimbursement to students who completes all requirements.

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You are limited to 2 grants (either presentation, attendance, or some combination thereof) per fiscal year (July 1 Current Year-June 30 Following Year).

Funding Timeline

Funding periods:

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July 1-October 31

November 1-February 29

March 1-June 30

Earliest time you can apply:

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June 1

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October 1

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February 1

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How much can I get?

Attendance Grants:

Outside continental U.S. (foreign countries Alaska, Hawaii): $180 Within the continental U.S. (more than 100 miles from Florida State University): $180

Presentation Grants:

Outside continental U.S. (foreign countries Alaska, Hawaii): $600 Within the continental U.S. (more than 100 miles from Florida State University): $300

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The maximum awarded amount in travel grants for any given student is $600 in any single fiscal year.

Online conferences with registration fee are eligible for grant funds.

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What do I need for the grant application?

Application platform: https://fsu-sgacogs.smapply.us/prog/

Attendance:

Conference registration form with billing information that lists you as a registrant

Presentation:

Conference registration form with billing information that lists you as a registrant

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A copy of a preliminary program showing your presentation schedule or acceptance letter which names YOU specifically as the primary presenter.

Example of what can be submitted for proof of conference registration confirmation

Example of what can be submitted for proof of an acceptance letter

What needs to be included for an international conference?

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Reminder: International travel is outside the continental U.S. (foreign countries Alaska, Hawaii)

The additional requirement if you are traveling internationally for a conference is to upload approval of your international travel.

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This requires you to plan ahead as this process must be completed at least 4 to 6 weeks prior to any proposed travel date and/or before making any financial commitments.

For more information on the policies FSU has visit: https://global.fsu.edu/travel-policy/student-travel-policy

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What happens after submitting your application?

• COGS Deputy Speaker of Finance will either approve or deny your application based on if you meet all requirements for the grant being applied to and type of travel

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• You should receive an email from SurveyMonkey letting you know that you application was approved or denied

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• If you do not receive an email within 10 days of submitting your application, you can check the status of your application by following these steps. You can also email us with questions or concerns: COGSDepSpeaker@fsu.edu

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Other important points of information

• Note: You should complete a travel authorization form before your conference.
• Departments might have their own process and unique form with this, so talk with your department’s travel representative.
• This being done before your travel allows for a faster reimbursement.
• Even if you are not awarded the grant, you should continue to work with your travel representative.

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So you are approved, now what?

After approval

No longer need to communicate with COGS

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• Save all receipts from your travel

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• Receipts must include: Date of Purchase Reprinted vendor name and address Billing information Details (Showing approved student receiving the grant as the payee)

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Expenses that Can Be Reimbursed: Conference Registration Fees Hotel/Lodging Airfare Map Mileage (if personal vehicle was used) Ground Transportation (Uber, Lyft, Taxi, etc) Parking Fees Baggage Fees Rental Car Fees (Please speak with your travel representative prior to reserving)

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After approval

• Within 30 days of coming back, work with your department’s travel representative to build an expense report through Concur
• You will send them the approval from COGS
• Receipts
• Program from conference

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• How do you know who your travel representative is?
• Usually have the title of administrative assistant/associate
• Handle travel for all faculty, staff, and students in your department, so ask others

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• Reach out to us if they need the budget code for the attendance or presentation grant

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Questions?