GREAT LAKES ADAPTATION FORUM 2018
TRAVEL SCHOLARSHIP GUIDELINES
Limited travel scholarship support is available to attend the 2018 Great Lakes Adaptation Forum, which will be held September 24-September 26 at the University of Michigan in Ann Arbor, MI. Scholarships will be awarded through a competitive review process. Eligible applicants include individuals from state, municipal and tribal governments, non-profit organizations, community leaders, and students working on or studying climate change adaptation. Applications outside these categories will be considered on a case-by-case basis, pending the availability of funds. Special consideration for scholarships will be given to applicants who are presenting or hosting a session at the Forum, who express a particular justification for how attendance will foster their ability to implement adaptation activities in their work, or who will not be able to attend without travel support.
Scholarships will include complimentary registration, accommodations for three nights and up to $500 in travel reimbursement. Please note that reimbursements will be provided after the event. You should expect reimbursements to occur approximately 4-6 weeks after you have submitted your receipts. Should you be approved for a scholarship, we encourage you to work with other awardees traveling from nearby locations to coordinate travel and minimize expenses. In this case, we ask that one individual cover the expense (e.g., car mileage) and not request to share reimbursement. We will provide recipients with the contact information for other scholarship recipients who will be traveling from nearby locations. Travel support applications must be submitted by August 3, 2018 for consideration. Scholarship recipients will be notified by August 10.
If you receive a scholarship, all receipts and reimbursement forms must be received by OCTOBER 26, 2018, or you will not be eligible for reimbursement. All recipients will be required to provide detailed receipts to receive reimbursement - no exceptions. Travel and lodging reimbursement is limited to the items below. You must agree to the following terms and conditions to be eligible for reimbursement. If you do not agree to the terms and conditions, your application will be rejected. GLAF is unable to reimburse travel expenses exceeding $500.
Air/Train Travel: Airfare or train fare for attendee only. Should you receive travel support from the Great Lakes Adaptation Forum, you must obtain air/train tickets as soon as possible. Please book the trip in an economical and efficient manner. Business and first class travel will not be reimbursed. Change fees will not be reimbursed. If you are seeking reimbursement for triangle fares for additional personal or non-Great Lakes Adaptation Forum business, please provide cost comparisons as if travel were round-trip. Airfare will only be reimbursed at roundtrip rate. If personal travel costs exceed the cost of roundtrip travel to GLAF, you may need to reimburse the University of Michigan. Detailed receipts for all legs of travel must be provided to be eligible for reimbursement.
Ground Transportation: Ground transportation and parking expenses involved in getting to/from the Great Lakes Adaptation Forum event may be included in travel reimbursement up to the $500 limit. We strongly encourage the use of public transportation to and from the airport at both ends of the trip. If this is not practical or available, we suggest an airport shuttle. The Michigan Flyer provides low-cost bus transportation to and from the Detroit Metropolitan Airport to Ann Arbor. If you must rent a car, we will reimburse for a mid-size vehicle or smaller. If a larger car is chosen, the cost differential will be the responsibility of the attendee. Please get quotes from different rental agencies and choose the most economical. Gasoline costs on rental cars will be reimbursed; all fuel receipts must be included. Return the vehicle to the car rental location with a full tank of gas. A vehicle must be returned to the same location from which it was picked up. If it is returned to another location, the attendee will assume the cost of the drop-off fee, additional mileage, time and gasoline. The Great Lakes Adaptation Forum determines the number of allowable days for what is appropriate for the length of travel to and from the event site. The Great Lakes Adaptation Forum will not cover the cost of car rental insurance. Detailed receipts for all travel expenses must be provided to be eligible for reimbursement.
Mileage: We strongly encourage attendees to use public transportation where available. Personal vehicle mileage will be reimbursed at the current IRS/GSA standard mileage reimbursement rate. Please provide a map with the route and total miles traveled. Fuel will not be reimbursed. Please use a rental car (mid-size or smaller) if you are driving more than 90 miles one way. If you opt to drive your personal vehicle and the costs exceed equivalent rental car costs, the Great Lakes Adaptation Forum will not reimburse for mileage but will reimburse for the equivalent cost of a mid-size car rental with unlimited miles from the city of origin for the number of days deemed appropriate for round-trip travel. Detailed receipts for all travel expenses must be provided to be eligible for reimbursement.
Lodging: GLAF will reimburse lodging within one of the four reserved conference hotel blocks for scholarship recipients who live more than 45 miles outside of the City of Ann Arbor. Lodging expenses do not count towards the $500 travel reimbursement limit. Applying for a scholarship does not automatically reserve lodging—the attendee is responsible for making hotel reservations. When possible, Forum organizers will arrange payment in advance with the hotel so scholarship recipients do not need to pay and get reimbursed. This will be coordinated on a case-by-case basis after recipients have made their hotel reservations. Please visit the Travel and Lodging page for more information.
GLAF will reimburse a single room for each scholarship recipient, for up to three nights, from September 24-26. Extenuating circumstances for an additional night need to be pre-approved. GLAF will only cover the cost of the hotel and associated taxes. If additional charges to the room are made (e.g., room service), recipients will have to cover those costs.
Registration: Travel scholarship recipients will receive a customized invitation to register for the Forum for free. Applicants should not register until they are notified on the status of their application. Please note that the early bird registration rate will be available for a minimum of one week after notification, so that unsuccessful applicants may register for the reduced rate.
Mandatory Attendance: To be eligible to receive travel support, the participant must attend the Forum in-person. There are no exceptions.
Submit Your Application: Applications are due by 5 p.m. on Friday, August 3, 2018. Scholarship applicants will be notified by Friday, August 10, 2018.