Student Travel Award
Application Information
The Simmons College Student Travel Award competition provides financial support to
undergraduate and graduate students who are attending and presenting research at academic or
professional conferences. Students must be recommended by their faculty advisors/departments
to receive such awards. Preference will be given to those who are making a presentation.
The competition will take place twice each year with deadlines in September and February.
Preference is given to students who have not previously received a Student Travel Grant.
Range of support:
There are a limited amount of funds available to award each semester. Awards are contingent
upon the availability of funds and the number of applications. The committee will award up to
$500 per student, with most awards in the $300 range, even though the cost of attending the
conference may exceed that amount. Students are eligible to receive one travel grant per
academic year.
Application Process
The applicant must complete the electronic Student Travel Award application form.
Application: The response to Question 1 should provide the following: name of conference,
location, and dates of travel, title of your presentation and the names of any co-authors. For
Question 2 please provide an explanation of how this travel grant will help you reach your
academic and/or research goals. Official notification confirming your participation such as the
conference page that shows your name or a confirmation letter/email from the conference
organizer and a copy of the abstract that describes your conference presentation must accompany
the application. Please note that if you and any co-presenters are planning to apply for a travel
award to attend the same conference to present your work together, each of you must submit a
separate application to the fund.
Budget: Eligible expenses include registration fee, lodging costs, travel to and from the meeting.
(Please see the budget preparation and Travel Expense Report guidelines on page 2.)
Faculty Letter of Recommendation
A letter of recommendation must be submitted from a faculty advisor who knows the student and
is familiar with the student's research, which is being presented at the conference. In cases where
the applicant will not be presenting, the student statement and faculty letter of recommendation
should address the importance of attendance for the student’s professional development. The
recommendation letter must be submitted by the application deadline listed above. Be sure your
advisor is aware of this requirement and the deadline. Applications without the faculty letter will
not be considered.
ADVICE AND CONSIDERATIONS WHEN PREPARING YOUR REQUEST BUDGET.
Travel
Air Travel: Travelers should consider using an air carrier that offers the lowest fare to the
maximum extent possible.
Train: Rail travel may be used and is reimbursable as long as the total cost of the trip is
comparable to, or less expensive than, the lowest available coach airfare.
Car Rental: The use of a rental car may be allowed, but it is not a preferred means of travel. The
cost of gas is not an eligible expense for a rental.
Miscellaneous: Shuttle service to and from airports and railroad stations, plus tips, are
reimbursed to the extent such service is not included in air and rail fares. Taxi fares, including
tips, are reimbursed where public transportation or shuttle service is not practical or available.
Lodging
Please be advised that if you plan to share a room, you should request only those costs for which
you will be responsible.
POST-AWARD REIMBURSEMENT PROCEDURES
The Travel Expense Form and documentation are be submitted to the Office of Sponsored
Programs (E-206, MCB) within three weeks after travel, per Simmons College Travel Policy. In
addition, you should include a short report on your conference experience.
Please be advised of the following:
All reimbursements must be justified with original receipts. When tickets (i.e. airline, train and
bus) are purchased directly by the traveler using personal funds, please provide receipts to show
proof of payment and the ticket stubs or boarding pass. While sales tax paid on items purchased
is not reimbursable, taxes on transportation and lodging are reimbursable.
Please be aware that if you are sharing your hotel room College policy is to reimburse the charges
based on payment documentation. In other words, if one traveler pays for the entire stay with a
credit card that person will be reimbursed for 100% of the cost.
INSTRUCTIONS FOR PREPARING THIS ONLINE FORM
Each gray text block has been assigned a specific number of characters. There will be a point
beyond which you cannot type. For example, there are 55 to 100 characters per line for providing
information such as name, address, and email, etc. 600 characters per text block for Question 1
and 1200 characters for Question 2. There are 125 to 200 characters for budget descriptions.
Please use the TAB to move from one block of text to another.
Applications must be submitted in hard copy by the deadline to:
Office of Sponsored Programs
Attention: Valerie Beaudrault
Room E-206, MCB
STUDENT TRAVEL FUND APPLICATION
An original and two copies of this application, with documentation, should be submitted to:
Office of Sponsored Programs, E-206, MCB, Attention: Valerie Beaudrault.
Student’s Name:
Student ID #:
Academic Standing:
Undergraduate Student:
Freshman
Sophomore
Junior
Senior
Major:
Graduate Student:
School:
Current Mailing Address:*
*If you live on the Simmons Residence Campus, please use your on-campus
address.
Simmons email address: **
**NOTE: All official correspondence will be sent via your Simmons email and to your
current mailing address.
Faculty Advisor:***
***The faculty advisor who knows the student and is familiar with the student's
research, which is being presented at the conference.
Advisor’s Department:
1. What conference are your planning to attend? Please provide the following: name of conference,
location, and dates of travel, what will you be doing at the conference, the title of your presentation and the
names of any co-authors, if applicable.
2. How will this activity help you reach your academic, research, and/or career goals?
Required Documentation:
1. Official notification confirming your participation such as the conference page that shows your name or
a confirmation letter/email from the conference organizer.
2. A copy of the abstract that describes your conference presentation or a statement describing the
rationale for your participation in the conference.
3. Conference announcement or program cover that shows conference dates and location.
4. Letter of Recommendation from the faculty member most familiar with the research you will be
presenting at the conference or your course of study, if you are not presenting.
3. Budget
Travel Expenses. The only expenses covered by Travel Grants are: transportation, hotel, registration
fees. All expenses are handled as reimbursements to the student. NOTE: These funds may not be used
for meals.
Item
Description
Amount
Registration:
Travel: Airfare, Rail Fare
Mileage (Est. # of miles X 56.5¢)
and tolls/ parking at conference
Accommodations: Include
name of hotel and cost of room
per night. If you plan to share a
room, request only those costs for
which you will be responsible.
Total Budget:
Amount Requested:
Applicant Signature
Faculty Signature (required)
The signature of the faculty member writing the letter of recommendation is required and indicates your
approval of the travel request.