Undergraduate Research Travel Grant

Application Process

Students may prepare and submit the application with the guidance and endorsement of a faculty mentor. Or, faculty may apply on behalf of their students. These grants are awarded on a rolling basis, and the number of available travel grants in any given academic year will be based on available funding. Student researchers and faculty mentors are encouraged to seek funding from multiple sources in addition to applying for this grant. 

Eligibility, Requirements and Restrictions

• Travel grants may be awarded up to a maximum of $400 per individual, capped at $2,500 for students attending the same conference.
• Students must be enrolled at York College and in good academic standing (GPA 2.0) at time of application and travel. Student grade point averages will be verified during the selection and reimbursement process.
• Travel must take place before June 15, 2019.
• These grants are not guaranteed to be awarded based solely on the submission of the application. Applications will be reviewed and a determination email will be sent within two weeks.
• These particular "grants" are from internal York College funds and will be treated as travel reimbursements up to the amount awarded. The actual reimbursement is contingent upon compliance with York College travel policies and procedures. On the grant application, provide the best estimate of the cost of transportation, lodging, and registration fees.

Expectations of Funded Student Researchers

1. Acknowledge the York College of Pennsylvania Center for Academic Innovation on the poster or in the presentation, if you can.
2. Submit a picture of yourself presenting your research at the conference for the Center for Academic Innovation's website and newsletters.
3. Present at the annual spring research showcase sponsored by the Office of the Provost.

Reimbursement

Important Notes for the Faculty Mentor about the Reimbursement Procedure

• Read the "York College Travel Policy Statement" in its entirety. The Statement can be found on the lower right section of the home page of the MyYCP portal.
• Submit "Travel Expense Statements" (also found on the MyYCP home page) with all receipts attached to Cynthia Crimmins, Campbell Hall, Room 238, no more than two weeks after returning from the trip. Prepaid costs (e.g. conference registration and/or airline tickets) can be submitted for reimbursement immediately after purchase, so long the awarded funds are returned if the travel is canceled for any reason. Travel Statements submitted without the appropriate documentation or receipts will not be processed.
• Reimbursement payments up to the total of the amount awarded will be distributed to the members of the research team in the manner designated by the faculty mentor. On the Travel Expense Statement, clearly, indicate to whom the reimbursement check(s) should be made out and provide accurate addresses.

The following expenses are reimbursable up to the total amount of the travel award:

• Registration Costs:  Provide an email confirmation or receipt from the professional organization that states the student's name, payment information, and cost.
• Airline Costs: At the time airline tickets are purchased, the purchaser should print the receipt of payment, which lists the name and amount of the payment.  (This information is generally not included in a confirmation email, which is why it should be printed at the time of purchase.) Receipts for baggage fees are required for reimbursement.
• Mileage Costs:  For use of a personal automobile, YCP can reimburse the driver a flat rate per mile using the prevailing IRS guidelines, so be sure to use the most recent version of the Travel Expense Statement when making this calculation. Do not include the cost of buying gas when requesting reimbursement for mileage. Tolls and reasonable parking charges may be reimbursed in addition to the mileage allowance.
• Hotel Costs:  Hotel receipts must be in the name of the faculty mentor or student researcher(s).  If sharing a hotel room with others who were not awarded the grant, ask the hotel to divide the receipt and provide individual copies for each person in the room.