Travel Grant


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.


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 per academic year (Fall, Spring, Summer) with a ceiling of $1000.
  • Grant applications must be received (or the GSC must be notified) at least two weeks before the student attends the conference.

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 three 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

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).

*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 (
  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 (
  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
  • 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.



You’ve submitted your reimbursement online. Now what?

Submit a hardcopy of your conference report & the original, detailed receipts to Lauren McLean (, 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 (
  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 (
  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.


Questions? Please contact Deeksha Sinha at

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