Student Travel Fund

• Yes. When applying student must submit all required documentation before the 3 week deadline. This is so the staff facilitating the program can meet the deadlines for travel set by the Accounts Payable office and the state of Louisiana travel policy. 

• No. We must have the entire packet completed before the 3 week deadline. It is best to try to turn it in a little early so we can ensure everything is present. If it is not you will still have time to turn in missing pieces before the 3 week deadline. 

• If you're informed you're missing something in your application, you'll receive a breakdown of specific requirements that are outstanding. You can still submit those documents until the deadline passes.

• No, because we cannot verify specific attendance to the conference it is necessary that we always use the start date of the conference.

• Sure! The process goes something like this:

1. Students submit their applications
2. SGA reviews applications.
3. Once approved, the student will be notified via email to make an appointment with an SGA Advisor for review. 
4. Approved student will meet with the advisor to plan out all cost. 
5. Student will then take their blue worksheet to accounts payable so they can book the approved expenses. 
6. Once everything is booked, the student will attend the conference! 

• SGA will assist with conference registration fees, lodging, and flights to the conference location up to the $500 limit. 

SGA will ONLY cover registration fees, lodging and transportation to the conference location. SGA does not cover meals, taxis or ride share services, rental cars, public transportation, organization dues, or any other expense not approved prior to the conference. 

• If you wish to add supplemental information from a conference representative, it is incumbent upon you to contact the person and include their correspondence with your completed application packet.

• Please see above. You may need to contact a representative and submit their correspondence. As long as we receive the required info (conference name, date, location, cost of registration, and conference hotel information) the size of the conference doesn’t matter.

• Yes. The state travel policy does not allow us to reimburse for any other flights. 

• To be reimbursed for lodging, per the new state policy, use HotelPlanner unless the conference hotel is cheaper. Find the conference hotel on HotelPlanner and print the results, making sure the rate is legible. Compare the rates on the conference info and HotelPlanner and book the lower of the two rates.

• If you don’t book through the state authorized travel agency (HotelPlanner) or through the conference (with proof that the conference rate is lower than booking via HotelPlanner), your lodging is not reimbursable, per Louisiana's state travel policy.

• You can! Just reach out to the [email protected] and let us know what the department is paying for and what part you would like SGA to cover. We will then confirm with your department.