Athletic & Performance Grant

 

The purpose of the Athletic & Performance-Activities Grant is to support graduate students who pursue a non-research/non-academic activity at competitive levels. The grant is designed to support MIT graduate students who take part in competitions/concerts/events throughout the year, both nationally and internationally. The grant covers fees and expenses such as registration, accommodation, travel (air, car rental, gas, tolls, parking, public transportation), equipment shipment if needed, etc.

The Grant does not pay for:

  1. long term equipment for everyday or regular practices;
  2. coaching or coach travel;
  3. friend/spouse/significant other travel;
  4. memorabilia;
  5. league membership fees;
  6. uniforms;
  7. food.
  8. training camps
  9. instruction/classes

Questions? gsc-apag@mit.edu. (Moderated list)

GSC Athletic & Performance Activities Grant Criteria

The number of grants given per term will depend on the amount of money available for that term. The ceiling of each fund granted to individual graduate students is $500 during each of the four terms of the year: Fall, IAP/Winter, Spring, Summer.

Recipients of this grant will be directed to contact the GSC Financial Administrator for reimbursement for their expenses. All expenses are reimbursable, and travel advances will not be granted. Original receipts and a copy of the competition/concert/event registration must be submitted.

Proposals are reviewed on the basis of the following criteria:

  1. the extent to which the competition/concert/event travel is currently unfunded or unsupported by the applicant’s group, club, department, the larger Institute or the event organizers;
  2. the degree to which the activity will enhance the experience of the MIT graduate student and/or expand his/her skills and exposure in the activity pursued.

Application Procedures

Fill out the official GSC Grant Application. If you have additional attachments, please e-mail them to gsc-apag@mit.edu. The list is moderated, but your application will be received by the Grant Committee. Applications with missing required documents will not be considered.

It is expected that members of a team travelling to the same competition will submit the same budget (including personal contribution). No exceptions will be made. It is also preferred that a team submits a joint application, making it clear how many people are applying, and with individual personal statements and letters of recommendation; however, individual members of a team are still free to submit separate applications

GSC Athletic & Performance Activities Grant Timeline

Period Covered Application Deadline Date of Notification Reimbursement Deadline
March 1 – May 31, 2015 February 15, 2015 February 28, 2015 June 15, 2015
June 1 – August 31, 2014 May 15, 2014 May 26, 2014 September 15, 2014
September 1 – November 30, 2014 August 21, 2014 August 26, 2014 December 15, 2014
December 1, 2014 – February 28, 2015 November 15, 2014 November 24, 2014 March 15, 2015

 

Request for Payment Process

Reimbursement for Expenses

  1. Start an online reimbursement by clicking the Reimbursement link under the Purchasing tab on Atlas .
  2. Select a payee.
  3. Name this RFP “3.6 Athletic Funding “
  4. Use relevant G/L Account categories (listed below) and Cost Object #1735270 for GSC Athletic Grants.
  5. Give a detailed explanation of why you are being reimbursed:
  • Good explanation: Please reimburse [Recipient Name], he coordinated a GSC approved event on 02/01/2012, In Walker, 50 grad students, 2 staff members, light food and beverage.  The receipt submitted reflects the food and drinks served during this event.
  • Bad explanation: EAP’s event in walker
  1. Attach a PDF copies of the receipts to the RFP
  2. Click “Send To”, find “Imani D. Ivery”, and send the form to Imani for approval.
  3. Mail all original receipts to Imani D. Ivery, 142 Memorial Drive 50-220, Cambridge, MA 02139.  Reimbursements cannot be processed without having the original receipts in hand.  If the only receipt is an email confirmation, then a physical copy is not required.

Reimbursement for Travel

  1. Applies to airfare, rail, car rental, fuel and hotel.
  2. Start an online reimbursement by clicking the Concur Travel Expense link under the Purchasing tab on Atlas .
  3. Click Expense tab and create a new expense report.
  4. Fill out appropriate fields. Title the report “3.6 Athletic Funding “ and use Cost Object #1735270.
  5. Mail all original receipts to Imani D. Ivery, 142 Memorial Drive 50-220, Cambridge, MA 02139. Reimbursements cannot be processed without having the original receipts in hand.  If the only receipt is an email confirmation, then a physical copy is not required.

Notes

  • Teams should choose a captain and the captain will be responsible for getting reimbursed fully and distributing the money among the members of the team.