Conference Travel Funding
Funding is available for Joint Program students traveling to conferences to present papers or posters. If intending to request funds from both MIT and WHOI, please inform both institutions. Additionally, students should inquire about funding opportunities through their advisors.
Graduate Student Council Travel Fund Grant Program
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 that are not currently funded by the student's advisor or other MIT-related funding. The fund provides grant money for most conference-related expenses including lodging.
MIT Student Assistance Fund
The MIT Student Assistance Fund is intended to provide financial assistance for all Joint Program students towards certain incidental expenses such as travel and equipment purchases which is not available for one reason or another through the student's principal advisor.
Who is Eligible
The Fund is for the use of all Joint Program students, no matter what discipline, no matter what department they are enrolled in.
What the Fund can be used for
The following categories are allowable:
Laboratory equipment under $500
Computer equipment under $500
Field Instrumentation under $500
Travel to Scientific Workshops and Meetings
What the Fund cannot be used for
Major equipment purchases or leases (i.e. no purchases over $500)
How to Submit a Proposal
Funds can be accessed by a short written proposal from the student stating clearly the type of assistance, why it is needed, what it will be used to pay for, and a proposed budget. A letter from the principal advisor must accompany and support this request. No action will be taken without both the request and the letter of support.
In case of travel to workshops and meetings, students needing to present a talk or a poster would be given preference over those wishing to attend for experience alone, and we expect the advisor would cover 50% of the total costs of attending the event. Please make sure that your proposed budget reflects this amount from your advisor before submitting.
Requests for travel support must be made in advance of the trip. No retroactive requests will be granted.
Depending upon the request, the SAF may contribute up to half the total expenses with no award exceeding $1,000.
Where to Send a Proposal
Please send your written proposals via email to Professor Ed Boyle at email@example.com, cc Kriss Kipp at firstname.lastname@example.org.
If you have any further questions regarding this Fund, please contact Ed Boyle.
WHOI's Academic Programs Office will reimburse students up to $750 each calendar year for travel to a professional conference to present their research.
- Prior to travel, send a brief email describing your participation in the conference to WHOI's Registrar for approval.
- To request reimbursement before or after travel, complete a Travel Expense Voucher and submit it to the WHOI Registrar along with original receipts. JP students should use 70 as the department number.
- Receipts should show your name and method of payment (credit card, cash, etc.) as well as the total amount charged.
- Reimbursement can be requested in advance of travel for prepaid items such as airfare or conference registration.
- Multiple TEVs may be submitted (pre- and post-travel). Multiple WHOI funding sources (project numbers) can be included on one TEV.
- Academic Programs will reimburse domestic per diem at the general domestic rate listed on the Procurement website (not the individual GSA city rates).
- Students requesting reimbursement who are not currently on WHOI payroll must submit an IRS Form W-9 (US citizens) or and IRS Form W-8BEN (foreign nationals) with the TEV.
- Current WHOI per diem rates can be found on the Procurement website.