Travel Fund

Why submit a Travel Request?

If your USG Recognized Student Organization is traveling to a conference, competition, or other organizational mission-related trip, you can apply for funding from the USG Travel Fund

The USG Finance Committee can fund in 3 areas: transportation, lodging, and registration

Who qualifies for travel funding?

Any Active USG Recognized Student Organization may apply for funding for undergraduate members

When should I submit my travel request?

Organizations are recommended to submit at least 4 weeks in advance for trips that do not involve flights and 6 weeks for trips that will involve flights

The Travel Request form opens at the beginning of the fall semester and any trip during the academic year may be submitted at any time. The sooner you can submit, the better!

What is the Travel Request process?
  1. Your organization treasurer submits a Travel Request Form through your organization’s WaveSync portal
    1. Log into WaveSync
    2. In the top right-hand corner click on the nine-dot square and go to “Manage”
    3. Go to your organization’s page. This pulls up the management features of your organization (the backend of your organizations portal)
    4. Click on the three horizontal stacked lines by your organization’s name in the upper left to open the “Organization Tools” sidebar
    5. Then click on Finance in the “Organization Tools” sidebar
    6. On the Finance Page you will see “Budget Requests”, “Purchase Requests”, “Funding Requests”, and “Accounts”
    7. Go to “Create New Request” in the upper right and select “Create Funding Request”
    8. From here, follow instructions and select the funding type you would like to utilize (Travel Fund)
  2. Your organization’s advisor must approve your request
  3. The USG Vice President for Finance will send an email to arrange a hearing at the next available USG Finance Committee meeting
  4. You will present your request to the USG Finance Committee and should be prepared to answer any relevant questions. This meeting will take 5 to 10 minutes. Attire is casual.
  5. The USG Finance Committee will vote on a funding recommendation that evening, to be brought to the USG Senate
  6. The recommendation is published to the Senate for 24 hours, during which time a Senator has the option to dispute the funding allocated
  7. After the 24 hour period, if no disputes have been raised, the allocation becomes available to your organization immediately
    1. If a dispute is raised, the request is brought to the next regular Senate session for consideration and will be available contingent upon Senate approval
    2.  
Filling out the Travel Request Form: Requirements

You will need a full list of attending students. Please also list their year in school (freshman, sophomore, etc).

Include as much detail as possible, including how you calculated the numbers for Transportation, Lodging and Registration

Include a link to the conference or competition you will be attending that shows a description of the conference and a registration fee amount. This allows for easy verification by the Finance Committee.

How do I spend my travel allocation?

Option 1: Request for Payment

  • Submit a Request for Payment to pay for Registration Fees
  • This option requires substantial prior planning and early submission of the request

Option 2: T&E Card

  • If your advisor has a T&E Card, you can use this resource to pay for flights, hotel expenses, and registration fees. If your advisor does not have a card, your organization can contact STA Travel to be invoiced

Option 3: Reimbursement

  • You can pay for your own travel expenses, then fill out a reimbursement form in the SOC after your trip
    • When filling out, use the Travel natural accounts: 7532 for airfare/transportation, 7536 for lodging, and 753A for registration
  • In order to use this option, you MUST include an ITEMIZED RECEIPT that shows the payment was made and PROOF OF TRAVEL (boarding pass or copy of conference registration nametag)

Reimbursements must be submitted within 45 days following the last day of the conference/competition

Funding Precedents: What you can expect

Local Transportation / Food

  • Travel requests NEVER include local transportation (ex. Ubers to and from the airport) or food. This funding is expressly disallowed by our bylaws. Once the flight lands, committee funding can only be used for lodging and registration expenses

Motor Pool

  • We encourage students to use Tulane Motor Pool when driving to trips, because it is generally the least expensive option. Make sure to consider registering drivers ahead of your trip

Hotel Accommodations

  • The USG Finance Committee will generally fund one of the less expensive hotels within the conference area
  • Historically, we fund conference hotels since they are convenient and usually discounted. However, if your conference hotel is particularly expensive, the committee may fund for a less costly hotel nearby
  • Funding is generally for 4 attendees to a room

Length of Stay

  • Because of the cost of lodging, if your event begins in the afternoon of the first day and/or ends in the morning of the last day and it is possible to travel day of, the Committee will generally request that you do so
    • In short, funding is for as few nights as possible while still allowing for full event attendance

Conference Purpose

  • USG Finance Committee allocates the travel fund for trips that will enrich the organization traveling and Tulane as a whole. For this reason, we preference funding underclassmen and junior officers who can bring knowledge back to the organization
  • Professional networking events are generally not funded
  • USG Finance Committee will fund what is perceived to be the minimum number of students required to ensure the full success of the event (this may mean only sending the “A” Team to an expensive competition, and preferring to send the “B” Team to something local / less expensive)