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 Procedures

Please use MIT’s electronic reimbursement system (Concur) for your out-of-pocket expenses. Once the reimbursement is approved, you will receive funds in direct deposit* (if information is on file at HR/payroll).

*Not sure if you’ve set up direct deposit? See instructions below for checking & entering your information on ATLAS.

Setting up Direct Deposit:

  1. Go to ATLAS (https://atlas.mit.edu/)
  2. Click on upper tab “ABOUT ME”
  3. Under “Money Matters”, click on “Direct Deposit Preferences”
  4. If you have direct deposit set up, it should be listed there. If not, follow the instructions on site to complete set-up.

Reimbursement Instructions

Getting to MIT Concur:

  1. Go to ATLAS (https://atlas.mit.edu/)
  2. Under “Menu”, click on “Full Catalog”
  3. Click on “Travel Expenses (Concur)” under the “Travel” category

Filing an Expense Report:

  1. Under Expense tab, click “New Expense Report”, & fill out information.
  2. Important! For the Report Name type “3.6 Athletic Funding ”, followed by the semester,  year, & your first and last name. (ex. 3.6 Athletic Funding Summer 2014 Monika Avello)
  3. Type in Cost Object # 1735270.

Confused? If you require detailed instructions on how to use this electronic system, check out the 3 options below:

  • Online instructions provided at http://www.concurtraining.com/customers/mit/.
  • Visit a drop-in training session that happens every Wednesday 10-11 a.m. in the Little Cayman Training Room (NE49, floor 3).
  • Contact Imani Ivery (imani[at]mit[dot]edu) for all questions regarding the reimbursement procedure.

Follow-up

You’ve submitted your reimbursement online. Now what?

Submit a hardcopy of your travel report & the original, detailed receipts to Imani Ivery, at 50-220.

Note: For airfare receipts, ONLY coach or economy seats are reimbursable (no upgrades, business class, etc).

Want to know the status of your reimbursement? Set up email notifications on ATLAS (A) or check directly (B).

(A) Email Notification Set-up:

  1. Go to ATLAS homepage (https://atlas.mit.edu/)
  2. Click on upper tab “ABOUT ME”
  3. Under “My Profile”, click “Settings & Authorizations”
  4. Select your preferences under “Email Notification Settings”

(B)  Directly checking reimbursement status:

  1. Go to ATLAS homepage (https://atlas.mit.edu/)
  2. Under Menu, go to “My Reimbursements”, and click “Track My Reimbursements”
  3. Under “Details” tab, click “Comments”. Imani leaves notes here if there are any issues regarding your reimbursement.

(C) Tracking the status of your reimbursements:

  1. Go to ATLAS homepage (https://atlas.mit.edu/)
  2. Click on lower tab “FULL CATALOG”
  3. Under My Reimbursements, go to “Track My Reimbursements”. All of the reimbursements that you have submitted for payment will be listed and the status of each reimbursement will be listed also.   

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.