|Mission Travel Grant Application|
This document provides the guidelines and procedures for granting travel funds to GISCorps volunteers assigned to on-site locations. These funds are limited and are to be provided only on a case-by-case basis.|
GISCorps Organizing Principles and Policies state that:
• 4.2.1. GISCorps will not sponsor projects directly. GISCorps will refer volunteers to Partner Agencies and vice versa, but volunteers will deal directly with the Partner Agencies.
• 4.2.2. Neither URISA nor the GISCorps will be responsible for food, lodging, living expenses, insurance of its volunteers, travel, or any other expenses. Expenses should be defrayed either by the individual, her/his institution, the Partner Agency and their affiliates, or by the host community on a project-by-project basis. GISCorps may, at its discretion, provide limited reimbursement of direct costs incurred by the volunteer in traveling to and from the project location. Guidelines and procedures on providing such assistance are presented in GISCorps’ Travel Guidelines and Travel Reimbursement Procedure.
The purpose of the travel funds is to make possible an on-site volunteer project (mission) when the volunteer and the host/sponsoring agency cannot provide sufficient travel funding, or when such funding is not available in time for a successful mission. Applications for funding will be evaluated in relationship to other projects and objectives of GISCorps and the availability of such funds in the GISCorps budget. Preference is given to missions with the greatest potential positive impact on the relative deprivation and quality of life of the population to be served by the project. Preference is also given when there is expectation of (some) repayment.
The following objectives and criteria will be used in allocating travel funds:
a) It must be an on-site mission which cannot be successfully achieved remotely.
b) Travel grants can only be used for travel.
c) Other funding for travel is unavailable or insufficient.
d) The project and getting to the site are highly time-sensitive and other travel funds cannot be secured in-time for successful deployment (e.g., emergency response to natural disaster).
e) The most economical means of travel, within the limits of time-sensitive factors of the project, should be used.
f) Preference is given to missions with the greatest potential positive impact on the relative deprivation and quality of life of the population to be served by the project.
g) GISCorps will seek to maintain a reserve of travel funds to meet emergency situations.
h) After consideration of other factors, preference is given to projects with some partial travel funding from other sources, especially from the host agency.
i) The host agency and/or volunteer should repay or partially repay the travel grant if and when sufficient additional funds to support the project are later acquired.
j) Both the host/sponsoring agency and the volunteer must affirm the information found in the travel application form (see Travel Reimbursement Procedure).
Eligible expenses include the following:
1. airfare and/or fares for train, bus, boat/ferry, or other vehicles to and from the site
2. vehicle rental for getting to and from the site
3. vehicle fuel costs for getting to and from the site
4. tolls for getting to and from the site
5. overnight travel accommodations and meals while in-route to or from the project site
All of these items must be justified in a detailed budget description.
The GISCorps Core Committee will use these objectives and criteria in evaluating applications for travel funds. Applications for travel funds must follow the following procedure.
Travel Reimbursement Procedure
1. Applicants must complete and submit the attached application form (also available on-line at www/GISCorps.org.).
2. If the applicant is the volunteer, the host/sponsoring agency must send a note (by mail or email) confirming that, to the best of their knowledge, the information in the application is accurate and complete; if the applicant is the host/sponsoring agency, the volunteer must submit a note confirming that, to the best of their knowledge, the information in the application is accurate and complete.
3. The GISCorps Core Committee will evaluate the application and issue a determination on level of funding.
4. When a travel grant is authorized a check for the determined amount will be issued by URISA.
5. When a travel grant is provided the applicant must promptly submit copies of all invoices and receipts and other documentation of travel. If changes occur between the application and the use of the funds a full description and any appropriate documentation of such changes must be submitted. The applicant may request additional funding after completion of travel for costs that were unexpected at the time of the first application, but this will be considered as a separate application and there is no guarantee that additional funds will be awarded.
6. Communication with GISCorps should be maintained with the GISCorps-assigned project manager.
7. Any unused funds must be promptly returned to URISA/GISCorps.