Timelines for Spring 2024 (pilot program) and Fall 2024

1. 1. Apply in Spring for events starting January 1 to June 30
      1. Application due Friday, March 22. No exceptions.
      2. Supporting documentation due June 15th.
      3. Can only apply for one event per semester
         1. Information on the event name, dates, location should be submitted with application along with a link to an official website or call.
   2. Apply in Fall for events starting from July 1 to December 31
      1. Application due in late October. No exceptions.
      2. Supporting documentation due December 15.
      3. Can only apply for on event per semester
         1. Information on the event name, dates, location should be submitted with application along with a link to an official website or call.
   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)
         1. 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. Supporting documentation
      1. You are responsible for submitting all your supporting documentation to the GSO
      2. Any application 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
            1. 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 or receipts until such time that they are available 
         2. Any incomplete applications will be automatically disqualified
         3. Save all original documents: boarding passes, hotel folios, conference badges, etc.
   7. 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
         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.

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.