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:
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:
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 firstname.lastname@example.org so that your application is moved to the appropriate cycle.
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
Confused? If you require detailed instructions on how to use this electronic system, check out the 3 options below:
You’ve submitted your reimbursement online. Now what?
Submit a hardcopy of your conference report & the original, detailed receipts to Lauren McLean (email@example.com), 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.
Questions? Please contact Deeksha Sinha at firstname.lastname@example.org.