Timelines for Fall 2024 Pilot continuation

1. Apply by Jan 5, 2025 for any events that occurred between Jan. 1 – Dec. 31, 2024
   1. Application due Sunday, January 5th. No exceptions.
   2. Supporting documentation due by April 4th.
   3. Can only apply for one event per applicant
      1. Information on the event name, dates, location should be submitted with application along with a link to an official website or call/acceptance letter.
2.  For any event taking place in 2025, GSO will be assessing Pilot Data
   1. GSO reps will be determining how to adjust AEA timelines based on pilot program data
   2. Contact your rep in Spring semester to keep updated on GSO Awards
3. Students can only apply for one category:
   1. Travel
   2.  Accommodations
   3. Registration
4. Applicant must be:
   1. Enrolled in the current semester 
   2. A GSO fee-paying member (confirmed via UH student ID number)
   3. If you applied and were awarded for one category in Fall of an academic year, you may not apply for the same category in Spring of that academic year
5. Applicant cannot fund events that exceed a two-week duration
6. 1. Supporting documentation
      1. You are responsible for submitting all your supporting documentation to the GSO
      2. Any applications that do not submit final receipts and documentation by the semester award period deadline will not be reimbursed; no extensions will be granted
      3. Required documents for the application include:
         1. Application form
         2. Letter of Recommendation
            • You will need to secure a letter of support from a faculty member detailing why attendance at this event is important for your degree/course of study completion and include that in your application packet
         3. Conference/Event Acceptance (if applicable/available)
         4. Registration information (if available at time of application submission)
      4. All application documents must be anonymized! Any non-anonymized documents will result in the application being disqualified.
         1. If the event has not yet occurred, you may wait to submit acceptances until such time as they are available.
         2. Please do not submit receipts unless you have been awarded! The GSO office will send you an email asking you to submit reimbursement documentation.
         3. Any incomplete applications will be automatically disqualified. This included application materials that have not been anonymized.
         4. Save all original documents: boarding passes, hotel folios, conference badges, etc. Reimbursement materials should not be anonymized
   2. Post-Submission of Supporting Documentation
      1. GSO Office can take up to six months from end of Award period / receipt of documentation (whichever is later) to reimburse
      2. GSO can only reimburse the amount paid (so if you were awarded $1000 but only spent $960, you will only get $960)
      3. Must present all receipts and supporting documentation to show proof of payment. Do not anonymize receipts.
         1. Form of payment should be in the applicant’s name
            1. If the form of payment is not in the name of the applicant, it must be in the name of a parent or spouse and supporting documentation showing relationship is required 
         2. If payment receipt shows amount in a foreign currency, documentation for exchange rate on the day of purchase needs to be included (use Oanda: Currency Converter | Foreign Exchange Rates | OANDA)
         3. Payment must be in a traditional, traceable form (card, check, cash if physical receipt is provided). GSO cannot accept Venmo or PayPal type apps as documentation of payment Reimbursement
         4. Please inquire if purchase and reimbursement within your department is possible. It is easier for GSO to pay UH departments than individuals.
   3. Professional Conduct
      1. The GSO Academic Enrichment Awards are funded and run through the UH fiscal department and all policies of professional conduct apply.
      2. Failure to adhere to these policies (including but not limited to harassment of administrative staff) will result in forfeiture of any awarded monies and bar the applicant from applying to future cycles

A note from The University of Hawaii Fiscal Office: Award recipients may be subject to a 30% tax reduction of their total award for international students, and 14% for non-international students.