Awarded Grants Instructions

Only submit a TAR if your GSC application is awarded. After receiving approval of your grant application from GSC, you must submit a valid SG TAR via the instructions below. TARs must be submitted within 7 days of notification of award. The TAR we need you to submit is done through Docutraq and is not the same as a TAR in UFGO. The TAR in Docutraq is how you request to use GSC Funds.
Once you submit your TAR, you can check its status on Docutraq.
If you have any difficulties with the TAR submission process, please contact the GSC Treasurer.
Please read all instructions before completing individual steps. Failure to follow these instructions carefully will most likely result in your TAR submission being denied. Please be advised that grants may be denied or cancelled after being submitted as a TAR for many reasons. This does NOT mean that you are no longer eligible for the grant from GSC. It simply means that the TAR must be corrected and resubmitted for the next step of approval to occur. However, if your TAR submission is denied, we cannot guarantee that there will be time to fix it, so it is crucial that you follow instructions exactly as shown. Please see the bottom of this page for instructions on resubmitting a denied TAR.
All Grants are currently reimbursed up to a maximum of $400 for domestic or $500 for international travel for eligible expenses (lodging, travel, and conference registration) and for trips NOT FUNDED BY another Student Government-funded organization other than GSC.

Remember, grants can only cover conference registration, transportation, and lodging. Please note that all expected purchases are subject to approval by the Student Government (SG) Finance Office.
Department support can use PCard for processing students’ travel. A department TAR will not be accepted in lieu of a TAR submitted through Docutraq to SG Finance.
It is illegal to “double dip” with receipts between Student Government and any other association (i.e. you can’t get reimbursed twice for the same expense). Travel is often audited and, if this is violated, your entire department may be ineligible for travel grants for the next two years. However, you can receive support from multiple sources, as long as these are not other Student Government-funded organizations and as long as the amount of support does not exceed the total cost of travel.

Have the confirmation email you received after submitting your initial application available.
Have this page available at all times, and follow the instructions exactly.
Know your confirmed dates of travel. It is important that the dates submitted here match the dates submitted on your receipts for reimbursement. If the dates have changed from the initial application, but are still for the same conference, it is not necessary to notify GSC as long as your TAR is correct.
Please set aside 30-60 minutes to complete your TAR application in its entirety. If you are idle on the website for longer than 5 minutes, you will automatically be logged out and may have to start over again.

Upon submission, the TAR form will be automatically emailed to the GSC President and Treasurer. Within 7 days of creating the TAR, the GSC President and Treasurer will review the TAR form online and approve it, as long as the instructions were followed properly. Please be advised that grants may be denied or cancelled after being submitted as a TAR for many reasons. This does NOT mean that you are no longer eligible for the grant from GSC. It simply means that the TAR must be corrected and resubmitted for the next step in approval to occur.

Next, within 7-10 days of approval by GSC President/Treasurer the SG Finance Office will review the TAR form online and again they will process it if the instructions were followed properly. The status of the TAR during this approval process will automatically be sent to you via a series of emails:

Screen for fund availability
Business Manager Approval
Treasurer Approval
Request submitted to UF Purchasing
P.O. # inputted into SG accounting system

Not all applicants have received each email so if you wondering about your status, you can review your TAR status on Docutraq by returning to Docutraq, searching for your TAR, and clicking on your TAR for more details.

After receiving final TAR approval

You may begin making purchases only AFTER receiving an email that states: “Current Status: Approved.” The only exceptions are the purchase of airline tickets, conference registration, or hotel rooms ONLY IF THE EARLY PURCHASE RESULTED IN A DISCOUNTED RATE. Discounted rates are assumed for airfare, but you must show proof of discount rates by showing a table of registration prices by date from the conference, or a printout from the conference or hotel website showing early booking discounts by a certain date for rooms. You have between the date of the approval and the last date of travel to make purchases.

Keep in mind that you will need to keep original itemized receipts that indicate the method of payment (e.g., personal credit card, check, cash). If your receipts do not show the form of payment made, you will need to provide a copy of your credit card statement or check.

Department support can use PCard for processing students’ travel. A department TAR will not be accepted in lieu of a TAR submitted through Docutraq to SG Finance.

If you have a UF GO Account, SG Finance will create a Travel Request, on your behalf, based on the approved TAR. You and your supervisor will be notified when it is time for it to be approved. Non-UF Employees do not need a UF GO Profile.

Receipt Guidelines

When you return: You will have 30 calendar days from the last date of travel to email proof of conference/itinerary, and your itemized receipt(s) in pdf format (listing your purchased items) and showing proof of purchase (payment method), to sgfdocuments@sg.ufl.edu with the subject line: “Receipts for TAR #”.

If you have a UF GO Profile, you have the option to upload your receipts to your profile and then send SG Finance an email ( sgfdocuments@sg.ufl.edu ) letting them know you are ready for them to process your reimbursement

If you are a UF Employee, you must have a UF GO Profile as you will be sent an Expense Report for approval of your reimbursement. Non-UF Employees do not need a UF GO Profile. PLEASE DO NOT CREATE AN EXPENSE REPORT ON YOUR OWN. This step will be handled by SG Finance.

UF GO User Profile instructions are here.

Once your receipts are processed for reimbursement, you will receive an email to approve your Expense Reimbursement amount prior to payment. It is VERY IMPORTANT for you to respond in order to complete the process.

For PCard or UF Aircard reimbursements, please have your department’s fiscal administrator contact SG Finance for the chartfield (sgfdocuments@sg.ufl.edu).

All reimbursements will be made AFTER the travel has occurred.

If your TAR is denied

You must submit a NEW TAR within 24 hours of your denial, following the directions above for TAR submissions and making the appropriate changes as specified in the denial message of your prior TAR. Previously submitted TARs cannot be edited, and any attempt to make changes will not be recorded. If your second TAR submission is denied, please repeat the process. Remember, if your TAR is denied we cannot guarantee that second TAR submission/correction will be fully approved in time and therefore you may lose your award.

Failure to submit a new TAR will result in the loss of your award, and will count as your allowable GSC award for the fiscal year.

Additional Requirements for International Travel

Questions about the TAR process/steps?