SGA Club Travel Award Program

The Student Government Association (SGA) offers limited financial support to SGA club members attending professional conferences. This is meant to supplement existing club funding. Funding is provided to help cover expenses related to conferences, lectures, seminars or other club-related field trips that contribute to the enhancement of their club.

SGA Club Travel Awards may not be applied to organizational membership fees.

Eligible SGA club members may request funding for up to $500 per member during each academic year. No funding is available July 1–September 1.

Eligibility

  • The club must be currently recognized and in good standing with the SGA (not currently on probation).
  • Club members applying for a travel award must possess a cumulative GPA of 2.0 or greater.
  • Club members who apply for the award must be currently enrolled in at least 6 credits at TMCC.

Eligible Expenditures

The SGA may provide funding for the following expenditures:

  • Registration
  • Transportation
  • Lodging

Travel Award Program Instructions

Step 1: Review and follow all TMCC travel policies and procedures.

Step 2 (a minimum of 30 business days prior to travel): The club must complete the Off-Campus Event Request form. Only one form is required per club traveling.

Step 3 (a minimum of 15 business days prior to travel): Complete the SGA Club Travel Award Application.

Travel award applications must contain the following items per club member traveling (where applicable):

  1. Lodging cost support documentation.
  2. Transportation cost support documentation.
  3. Registration support documentation.
  4. Letter of recommendation from club advisor stating why it is important for each club member to attend.
  5. Entire cost of trip (even though the SGA will only award up to $500).

All of the requested documentation must be attached with the online application, otherwise it may be automatically rejected.

After the application is submitted, it will be reviewed by the SGA Finance Committee chair or designee, and the Student Life and Development coordinator or designee. If the request is complete, it will be added to the next scheduled SGA Finance Committee meeting agenda in compliance with Nevada Open Meeting Law.

Following the meeting, the club will be contacted by the SGA Finance Committee chair via email regarding the status of their application.

Award Appeal (within 10 business days of receiving the notification letter)

If a travel award is not approved and a club member would like to file an appeal, the member may complete the SGA Finance and Travel Request Appeal Process.


Post-Approval Requirements

If notified that the award has been approved, recipients who are also TMCC student employees must complete the following. If the club member who is traveling is not a TMCC student employee, they do not have to complete Step 4.

Step 4: Spend Authorization Form for TMCC Student Employees Only (formerly known as a "Travel Request")

Important: This form must be completed and routed for approval before travel can occur.

This form is completed in Workday. Additional information on completing the spend authorization is emailed to the recipient along with the award notification. (Note that this form is separate from the travel award application.)

The spend authorization requires the following information:

  • Lodging estimate (showing an estimate of the total cost incurred for lodging, unless the recipient is staying with a friend in which a memo will suffice).
  • Transportation estimate.
  • Registration cost.
  • Per diem cost. To fill in the per diem amounts please visit www.gsa.gov (for rates, select the heading "Travel", then proceed to "Plan a Trip".)

Post-Travel Requirements

Once the trip is completed, recipient is required to complete the following. If the required items are not completed in compliance with SGA and TMCC travel policies, the entire club may be placed on probation. The club member who did not complete the required items will be ineligible to receive any SGA funding (SGA finance requests or SGA club travel awards) for the remainder of the current academic year and following semester.

Step 5 (within 15 business days of the return): Expense Report (formerly known as a "Travel Claim")

This form is completed in Workday and must include the following documentation:

  • Travel invoice (this will either be the plane booking, car rental booking, or mileage justification).
  • Lodging invoice (recipient must turn in the final invoice received upon check-out from a hotel at the end of travel, unless the recipient is staying with a friend in which a memo will suffice).
  • Trip itinerary or conference schedule (this is a schedule that lists the details of the trip or conference).
  • A copy of the conference registration form, if applicable.
  • Per diem cost. To fill in the per diem amounts please visit www.gsa.gov (for rates, select the heading "Travel", then proceed to "Plan a Trip".)

Step 6 (within 30 business days after returning from travel): Presentation and documentation.

Club members who received a travel award are required to submit a copy of their expense report and supporting documentation (outlined in Step 5) to the SGA. Club members are required to provide a two-page, double-spaced written summary and give a five-minute presentation on how the conference benefited the member at an SGA Senate Meeting within 30 business days after returning from travel. The written summary must be emailed to SGA a minimum of one business day before said meeting.