WHOI's Academic Programs Office will reimburse students up to $1,000 each calendar year for travel to a professional conference to present their research. Advisors are expected to pay a portion of the travel cost.
Procedure
- Prior to travel, send a brief email describing your participation in the conference to Valerie Caron for approval.
- The email should confirm that you are traveling to the conference to present research or a poster, and indicate a full rough budget, which also shows any other support (e.g., from MIT or from advisor).
- We are currently approving travel up to four months in advance. If this causes a hardship (e.g., if earlier registration is necessary to get a cheaper rate, please briefly explain the timing of your request within your email.
- To request reimbursement before or after travel, submit a request for reimbursement through Unanet along with original receipts. See Related Links (video) and Related Files (pdf) for Unanet instructions.
- Receipts must show your name and method of payment (credit card, cash, etc.) as well as the total amount charged. An itinerary without this information is not a valid receipt. Make sure to retain your original receipts for one year.
- Reimbursement can be requested in advance of travel for prepaid items such as airfare or conference registration.
- Multiple requests may be submitted (pre- and post-travel). Multiple WHOI funding sources (project numbers) can be included in the same request.
- Academic Programs will reimburse domestic per diem at the general domestic rate listed on the Procurement website (not the individual GSA city rates). Current WHOI per diem rates can be found on the Procurement website.
To access Unanet outside of WHOI's network, you'll need to use your WHOI LDAP credentials and a VPN. Contact the WHOI Help Desk to set that up.
If you have any questions regarding APO travel funds, contact Valerie Caron.
