Travel Grant


Overview

The Travel Fund Grant is designed to support the conference-related travel expenses of MIT graduate students in all Schools throughout the Institute. Specifically, this fund is allocated to conference travel expenses (including lodging) that are not currently funded by the student’s advisor or other MIT-related funding.


Requirements

The Travel Grant is provided for domestic or international travel for the following purposes:

  • Travel to an academic or industry-related conference where the grantee will present a poster or paper.
  • Travel to an academic or industry-related conference where the grantee will participate or is invited as a panelist or discussant.
  • One grant will be awarded per graduate student for travel per fiscal year (eg. July 1st 2017 – June 30th 2018 ) with a ceiling of $1000.
  • Travel for summer school or competitions is not supported by the GSC Travel Grant.
  • A recommendation letter is mandatory for the application.  By submitting the Travel Grant application, you are waiving your right to view the recommendation letter.

If you are a recipient of a Travel Grant, you will be directed to contact the GSC Financial Administrator for reimbursement for your expenses. All expenses are reimbursable, and travel advances will not be granted. Food expenses during the conference period are reimbursable up to $30 per day if meals are not included as part of the conference package. Original receipts and a copy of the conference proceeding must be submitted.

Proposals are reviewed on the basis of the following criteria:

  • The extent to which the research or conference travel is currently unfunded or unsupported by the applicant’s advisor, department, or the larger Institute.
  • The degree to which the activity will enhance the academic experience of the MIT graduate student and/or expand his/her networks of linkages with other leading scholars or institutions.
  • The academic and professional merit of the candidate.

Cycle Deadlines

Travel grant proposals are evaluated in four cycles each year. Please apply to the correct cycle according to the dates of intended travel:

Grant Period Application Deadline Notification Travel Period Covered
Fall August 15 August 31 October 1 – December 31
Winter November 15 November 30 January 1 – March 31
Spring February 15 February 28/29 April 1 – June 30
Summer May 15 May 31 July 1 – September 30

The deadline for the recommendation letter is same as the application deadline.

If the application deadline for your intended travel period has passed, you can still apply as long as you are fine with receiving the grant notification at the notification date of the next cycle. For eg, if your conference is on March 15 and you have missed the Nov 30th deadline, you can submit the application till Feb 15 and you will be notified about the result on Feb 30th. If you are doing so, please send an email to gsc-travel@mit.edu so that your application is moved to the appropriate cycle.


Apply now!


Reimbursement Process

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).

The reimbursement needs to be filed within 60 days of travel for the Fall, Winter and Summer cycle. For the Spring cycle, the reimbursement needs to be filed by June 30th. Only noted exception: a life crisis or dire emergency in which case it needs to be verified by the OGE. The awardee should contact us within the reimbursement deadline of 60 days to indicate why this is delayed so that we set the funds apart instead of reallocating it in the next cycle.

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

Travel grant recipients should

  1. Document the lowest available coach fare when submitting their post-trip expense report; include documents with seat # assignments, or economy/coach class clearly marked on a boarding passes, or from flight itineraries.
  2. Travelers may fly Business Class, or First Class, if Business Class service is not offered, on the flight IN-AIR flying time greater than *6 HOURS*. This exception must be  approved by MIT travel office BEFORE booking as it requires copious documentation.
  3.  Do not use frequent flyer or other rewards memberships as criteria for selecting a vendor that is not the lowest-price available MIT-preferred vendor. Note: MIT will not reimburse travelers for airfare, hotel, rental cars, or any other travel purchased with frequent flyer miles.

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.

 

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”, and fill out information.
  2. Important! For the Report Name type “Travel Grant”, followed by the semester, year, & your first and last name. (ex. Travel Grant Summer 2014 Monika Avello)
  3. Type in Cost Object # 1735290.

 

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 Lauren McLean (laurenm[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 conference report & the original, detailed receipts to Lauren McLean (laurenm@mit.edu), at 50-220.

Note: For food receipts, alcoholic purchases CANNOT be reimbursed. 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). Instructions for both options are below.

(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”. Lauren leaves notes here if there are any issues regarding your reimbursement.

Contact

Questions? Please contact Deeksha Sinha at gsc-travel@mit.edu.


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