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SBU Postdoc Travel Awards

OPA is pleased to re-open the Postdoc Travel Awards for 2019.
The program has some minor changes so please read the details.
 
FUNDS ARE LIMITED, SO APPLY EARLY. 

The OPA Travel Award program is no longer accepting applications for 2018-19.
Please watch for future calls.

The Postdoc Travel Award reimburses travel costs associated with national or international scientific or professional conferences or meetings, up to a maximum of $1,200. Funds are awarded based on the significance of the conference to the postdoc's career and the submitted application and budget, and require that the postdoc present results at the event. Funds must be used for travel expenses that cannot be supported by departmental resources, the postdoctoral supervisor’s budget, or other sources of support, and the postdoc's supervisor must verify by signature that the supervisor and the department are unable to provide funding for the travel requested. Travel funds are administered by the Office of Postdoctoral Affairs (OPA) and  are subject to the availability of funds

Deadline: SBU postdocs may apply at any time, but it must be at least ONE FULL MONTH before travel takes place. The Travel Award cannot be granted for travel that has already been completed. Funds for 2019 are limited and once exhausted, no more awards will be made for the year. Postdocs are encouraged to apply as early as their plans are known.    

Eligibility: A postdoc may receive only one award during his/her appointment at SBU. Applicants must be appointed as a postdoc, which typically includes the titles of Postdoc Associate, Sr. Postdoc Associate, Postdoc Fellow, or Postdoc Fellow Direct-Paid, in order to be eligible. SBU postdocs with a different appointment title must have their postdoctoral supervisor certify on the application form that the applicant is considered a postdoc.

How To Apply: Please fill out the online application form or the PDF form below and include: (1) a one-page statement describing the importance of the proposed travel and an expense budget, (2) supporting documentation for any budget expense, (3) postdoc supervisor attestations, and (4) a copy of the talk/poster acceptance. The budget should include the total costs of the conference or meeting, hotel, and transportation. Other allowable costs include: registration fee, poster printing, transportation expenses, hotel expense, and meals (reimbursed for actual costs). If you plan on driving, please first read the Policy on Personally Owned Vehicles (tl;dr: rental car is usually cheaper and recommended, and so you can only claim the cheaper expense).  A print out of estimated airfare or other unpaid expenses with pricing from the original source is sufficient evidence for the application. Reasonable expenses incurred that are consistent with the approved budget, and which have original receipts, will be reimbursed up to the maximum of $1200.

The completed application form with all attachments can be submitted online at the application portal or e-mailed in PDF form to the Office of Postdoctoral Affairs at postdocs@stonybrook.edu. OPA will inform applicants whether or not their request has been granted within two weeks of receiving the application. Jump to Application Links>

Award Payment Procedure: Recipients will be expected to comply with all applicable University policies involving the use of their Travel Award fund. Funds may be used only for the specific conference or meeting appr oved and cannot be transferred for use. Purchases made that are not allowable under the terms of the travel award will not be reimbursed. Receipts for expenditures must be original and itemized. Reimbursements can take up to four weeks, and checks are mailed to the traveler's address of record. No travel advances are issued. Recipients should contact OPA on return for instructions.

Reporting: Recipients must complete a short questionnaire upon return from travel and submit to the Office of Postdoctoral Affairs along with reimbursement paperwork. No reimbursements will be made without a completed return questionnaire.

Questions: Contact Kathleen Flint Ehm, Director of the Office of Postdoctoral Affairs, at postdocs@stonybrook.edu.

Apply Online:

1. Online applicants should DOWNLOAD THIS FORM and obtain their postdoctoral supervisor's attestation that no departmental funds are available for this travel and that the applicant is considered a postdoc. The signed and scanned form should be uploaded at the application portal. 

2. Complete the application form, upload your attachments, and submit your application at the application portal:
Apply Online Here

Apply Via E-mail:

1. Download and complete the SBU Postdoc Travel Award Application and Instructions.

2. Send the completed application and all attachments as a PDF to the Office of Postdoctoral Affairs at postdocs@stonybrook.edu.

 

Additional Links:

Stony Brook Travel Reimbursement Form

GSA Per Diem Calculator 

Policy on Personally Owned Vehicles

Policy on Rental Cars

Electronic Foreign Travel Request System (eFTR)

Postdoc Travel Award Application and Instructions 

Postdoctoral Supervisor Attestations (for online submission only)

Awardee Return Questionnaire

 

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