Travel Grants

The ASM Travel Grant provides funds for Registered Student Organization (RSO) travel to conferences that serve to further and enhance the mission of the RSO. Travel should educate traveling RSO members, allowing them to bring new information back to the UW campus.

The ASM travel grant will be active during the academic year of 2020, but will be constricted by policies enacted by UW to combat the spread of COVID-19. More details, including the date in which the Travel Grant Application will open for the year, will be posted soon

Grant Details

The ASM travel grant will be active during the academic year of 2020, but will be constricted by policies enacted by UW to combat the spread of COVID-19. While the grant application will allow you to apply for funding for certain categories like plane travel, please note that UW polices may interfere with the ability for certain categories to be covered by the grant.

The ASM travel grant is a grant that supports Registered Student Organization (RSO) travel during the academic year (fall and spring semester). Groups who are interested must apply for the grant, attend a virtual GAC hearing, and attend a virtual workshop with an ASM staff member (if grant was approved) before they can start using the grant awarded to them.

Click on the tabs above to learn more about each step in the grant process.

The GAC revamped their polices and procedures document last year to make the format more user friendly. They also made some changes to policy and procedures.

To learn about grant eligibility requirements and what this grant can fund, please review the GAC polices and procedures document: https://kb.wisc.edu/asm/104943  

The below was taken directly from the GAC polices and Procedures document, found here: https://kb.wisc.edu/asm/104943

SECTION II: TRAVEL GRANTS

4. Application Process

4.1 Application. The Travel Grant application will be made publicly available on the Grant Allocation Committee website.

4.2 Application Deadline. RSOs must submit their applications at least 6 weeks (42 full calendar days) prior to the departure date of the travel. No exceptions shall be made to this deadline.

4.3 Timeline. The Travel Grant application shall open and close at a date determined by the Chair, in consultation with the ASM Financial Staff, and considering both the academic calendar and the amount of funding remaining. In accordance with UW-Madison’s fiscal year, the committee is prohibited from funding travels with dates of return after May 31st.

4.4 Required Budget. RSOs are required to submit a complete budget for their travel at the time of their grant application. The submitted budget must:

4.4.1 Clearly describe all travel-related expenses, including expenses the RSO is not requesting ASM funding for.

4.4.2 Contain accurate, reasonable, and correctly added funding amounts that are within ASM funding guidelines for travel.

4.4.3 Clearly explain how the requested funding will allow the RSO to meet its travel needs and accomplish its goals

4.4.4 Show that the RSO is seeking funding support outside ASM – either through other grants or its own funds – but not through fundraising specifically for the travel.

4.5 Required Itinerary. RSOs are required to submit a complete itinerary for their travel at the time of their grant application. The submitted itinerary must:

4.5.1 Provide the dates of travel and the activities the RSO will participate in while on the travel.

4.5.2 List all members of the RSO that will participate in the travel. Only members of the RSO registered on the WIN system and listed on the application shall be allowed to access Travel Grant funds.

4.5.3 Show that the majority of activities undertaken on the travel serve the primary purpose of travel.

4.6 Incomplete Applications. Applications that are filled out incorrectly or that are missing any part of their application, including a complete budget and itinerary, shall be considered incomplete. The Chair shall request and receive any missing information from the RSO before a grant hearing is scheduled for an incomplete application. Failure to provide any of the information in II.4.4 and II.4.5 is grounds for denial of a Travel Grant application.

4.7 Application Amendments. Emergency amendments to the application must be submitted by the RSO in writing to the Chair before their grant hearing.

4.7.1 Amendments to the application during the grant hearing shall be accepted only by a majority vote of present Grant Allocation Committee members.

4.8 Assistance with Application. Any RSO may contact the Chair (or a Grant Allocation Committee member) with questions about filling out the Travel Grant application.

GAC hearings will be held virtually. More details on this virtual process will be posted soon.

Other GAC hearing and decision polices are below – these were taken directly from the GAC polices and Procedures document, found here: https://kb.wisc.edu/asm/104943

SECTION II: TRAVEL GRANTS

5. Hearing Process

5.1 Scheduling. Hearings for complete applications will be scheduled in the order they were received, except at the discretion of the Chair. The Chair shall notify RSOs at least 72 hours before their hearing.

5.2 Hearing. Each RSO shall send its primary financial officer and another leadership member to attend a hearing before the committee to present their grant application and to reasonably answer questions of the committee.

5.3 Failure to Attend. Failure by an RSO to attend its scheduled hearing without prior notification to the Chair shall result in the immediate rejection of their grant application.

6. Decision Process

6.1 Viewpoint Neutrality. All decisions shall be made in a viewpoint neutral fashion.

6.2 Evaluating Applications. The committee shall check for mistakes, policy violations, and other discrepancies in the application when evaluating the application. The committee may adjust amounts within an application. When making funding decisions, the committee shall take into consideration the amount of money it has to allocate.

6.3 Approval. Approval requires a majority vote of present Grant Allocation Committee Members. Failure to obtain a majority shall be considered a rejection of the application.

6.4 Notification. The Chair (or a member of the ASM Financial Staff) shall notify the RSO of the committee’s decision within 24 hours, barring extraordinary circumstances.

6.4.1 The Chair is exclusively responsible for sending denial notices to RSOs that were not approved for funding. This denial notice should include the reason for denial.

6.5 Appeals. An RSO may appeal a funding decision of the committee on the grounds of a viewpoint neutrality violation or a procedural deficiency. All appeals must be filed with the Chief Justice of the Student Judiciary within 10 business days of receiving the decision from the committee.

If a grant is approved by the GAC, the grant contacts will need to attend a grant workshop with ASM staff. Grant workshops will be held virtually. The grant contacts listed on the application will need to complete a canvas module with an independent portion and a virtual meeting portion.  More details on this process will be posted soon.

The Travel Grant application is not open yet for the 2020/2021 academic year