| Travel Funding
Every student participant of the Distributed Mentor Program is
eligible to apply for Travel Funding, whether it be during
or after her mentorship (if it is after her mentorship, the travel
must be in direct relation to the student's mentorship).
Due to large demand and limited funds for travel, the DMP program
will generally limit awards to $1000 for students to attend a conference
where they are a co-author on a paper and $750 to attend a conference
where they are not a co-author on a paper.
Requirements for Travel Approval and Funding
To apply for travel funding, a student must apply
using the web-based application that is available
after logging into
their student participant account.
The web-based application asks the student to provide information
about the travel and to input the items listed below.
-
A Planned Activities Statement that gives a day by day description
of what the student plans to attend, participate in, etc. during
the travel.
-
A itemized budget describing the estimated cost of the student's trip.
This needs to broken down into categories including such as registration
(if any), travel, lodging (number of days and cost per day), food, etc.
- *IMPORTANT* Only tickets on US carriers can be reimbursed!
After the student completes their part, the system will send an
email message to the student's mentor asking them to provide
a statment regarding the student's travel request, e.g.,
commenting on the relevance and importance to the student's
DMP experience, etc.
After the student and mentor complete their portion of the
application, the DMP Admin will review the request and determine
what level of funding, if any, the DMP can provide. Sometimes
additional details will be sought before a decision is reached.
The student and the mentor will be notified by email
if the travel support request is approved, and for what level of funding.
Requirements for Travel Reimbursement
To apply for travel reimbursement, a student have first sumbitted
a request for funding as outlined above and been notified that the
request was approved by the DMP Admin.
After your requst for reimbursement has been approved and after travel has
taken place, please submit the items outlined below using the web-based
submission form that is available after logging into
your student participant account.
After these items are approved by the DMP Admin, you will
be given instructions to submit ALL
original receipts and boarding passes
to the CRA-W for your check.
- A copy of the student's conference registration receipt (if applicable).
- A copy of the student's hotel bill (see 2 below).
- A copy of the student's airline ticket (or mileage report if you travel by car).
- A copy of other expenses as previously requested and approved.
- A Summary of Activities Report by the student (see 3 below).
Note the following:
-
If a student's expenses are less than the approved funding level,
then the award will be adjusted accordingly.
-
If a student shares a hotel room with someone else, she must make sure she
gets an individual receipt for her part of the room.
-
A student's Summary of Activities Report could be an update of the Planned
Activities Statement she submitted for travel approval. It should detail
the activities in which the student actually participated, along with
possible summaries of what the student learned from a few of the talks,
presentations, etc. Note that these summaries may be made available to
the funding agencies, the CRA, and the CRA-W.
Download the CRA expense report and CRA guidelines for expense reports.
Mail Materials according to the CRA Guidelines and include an itemized Expense Report (PDF) (Excel)
To:
Carla Romero
CRA
1100 17th Street,
NW, Suite 507
Washington, DC
20036-4632
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