Eligibility

1. Only student organizations registered with the Student Organization Office may apply for Travel Grants. To become an RSO follow the rules specified on the Student Organization Office website http://soo.studentorg.wisc.edu/registration.html. Your group's status must be approved before your organization comes before the Finance Committee.

Use of Travel Grant Funding

1. The following categories are listed on the travel grant application and may be funded: Registration Fees, Travel expenses, Lodging, and Other.

2. The travel grant will not be used to fund: Fund-raisers, Food and beverages, Gifts, Donations/contributions, Expenses incurred prior to approval, Financial aid, Legal services, ASM Elections, any travel resulting in academic credit, at this institution or another, or travel required by an academic program.

The Application Process

1. Applications will be available via is the ASM website at www.asm.wisc.edu. All applications must be submitted via this website.

2. Organizations may seek assistance with their applications from the Finance Chair and/or Financial Specialist
3. Applications must be filled out in accordance with application instructions and submitted 4 weeks prior to the departure date.
4. Late applications may be accepted at the discretion of the FC up to one week past the stated deadline, if the applicant demonstrates that unavoidable extenuating circumstances prevented timely submission.
5. Applications must meet the following guidelines in order to get a hearing:

i) Filled out correctly
ii) Contain accurate, reasonable, and correctly added funding amounts that are within state limits.
iii) Clearly describe expenses
iv) Clearly describe the travel request, the goals of the trip, and how the trip accomplishes these goals.
v) Clearly describe how the trip is central to the purpose of the RSO and how the trip helps the RSO accomplish its goals.
vi) Include itineraries/conference forms. Additional material detailing the travel destination is encouraged but not required.
vii) Contain co-sponsor ship information. **You must outline the expenses for the entire trip, not just the expenses that you are requesting ASM funding for.

1. Each organization must send a representative to attend a hearing before the FC to present their grant and to reasonably answer the questions of the committee.
2. Applications submitted by noon on Friday will be placed on the agenda for the following Tuesday. Exceptions to this rule may be made by the FC Chair
3. When hearing applications the Finance Committee will take into consideration (It is a good idea to address these points in your presentation):

i) The amount of money it has to dispense over the course of the year. All grants cannot be fully funded.
ii) The application was filled out correctly and with all questions answered
iii) Relevant itineraries/conference forms were attached
iv) The travel is not prohibited by any university rule or regulation.
v) The travel requested is central to the purpose of the RSO
vi) The events/programs does not duplicate events/programs already attended in current semester or proper justification provided to explain need for similar events/programs.
vii) The event/program does not duplicate events/programs provided by on campus or closer to campus by other groups, University departments or programs.
viii) The amounts requested are reasonable for type of travel.
ix) The organization has sought other funding support, when reasonable
x) Inexpensive alternatives have been explored.
xi) The travel will substantially benefit students other than the travelers
xii) The process in which students were chosen to attend.

1. If an application is under five percent (5%) of the Travel Grant Budget:

i) The decision of the FC will be posted outside the ASM office on the 5 th floor of the MU and under the Finance Committee section of the ASM website at http://www.asm.wisc.edu/financial/finance.html.

2. If an application is over five percent (5%) of the Travel Grant Budget:

i) Initial recommendations will be available in the ASM office and ASM Financial Specialist office.
ii) The grant will then go to the Student Council for final approval at their next scheduled meeting unless a special meeting is called explicitly for that purpose.
iii) All applicants will be notified in writing (e-mail is acceptable) of the ASM Student Council's decisions.

3. All organizations must meet with the Financial Specialist after their hearing to process paperwork. Do not wait to meet; go right away after approval!
4. An ASM disclaimer must be included on all publicly distributed materials.
5. All printing must be done at StudentPrint. If StudentPrint cannot do the job, it must be done by another University print shop.
6. All invoices and bills must be submitted within 30 days of the event or ASM may not be responsible for payment.
7. After the trip, organizations must fill out and turn in an evaluation of the trip within two (2) weeks of the return date.
8. Any changes in the departure or return date and time must be approved by the Chair of the FC. All approved changes must be reported back to the FC. FC may overrule the Chair with a majority vote.

9. ASM will not be responsible for expenses that exceed the approved allocation.
10. In the event that airfare or other travel arrangements purchased by the ASM Travel Grant Fund are not used, the grant recipient(s) are responsible for reimbursing the Travel Grant Fund. Appeals to this policy may be made to the FC. The FC may grant a waiver with a 2/3 vote.