International Conference Travel Grants Procedures and Criteria

The Taft Research Center offers grants on a competitive basis for participation at established academic meetings outside the continental United States for faculty who are presenting papers or creative works. Grants cover airline ticket by the most economical carrier, ground transportation to and from conference hotel; $150 per diem to include food, lodging and local transportation at the conference site; and the registration fee, if any. The maximum grant is $2,700 in any 24-month period.

Applications

Applications should be submitted at the regularly scheduled deadlines, and should be sent to the Taft secretary at ML 0369. Applications for International Travel Grants must be received no later than the first Taft application deadline after the completion of the travel.

Six Collated Copies of the application packet should contain the following:

• Signed cover sheet.   
• Statement of relevance of paper or creative work to the research career of the applicant, and the significance of the particular presentation opportunity for exposure, collaboration, and dissemination. This statement should be between 200-300 words.
• A brief budget outline with explanation of costs.
• Copy of the announcement of the conference.
• Copy of the acceptance of the paper or creative work from the conference organizers.
• Abstract of the paper (150 word limit).
• A current curriculum vitae of no more than two pages.
• A letter of reference from the applicant's head of department, program director, or dean sent directly under separate cover to the Chair of the Taft Faculty Executive Board at ML 0369.

Criteria for Selection

• Relevance of paper or creative work to the research career of the applicant.
• The significance of the particular presentation opportunity for exposure, collaboration, and dissemination.
• The quality or promise or quality of the applicant's work as a scholar or creative writer and teacher.
• Evidence of productivity from any Taft grants in the past five years.
• The manner in which the application fulfills the stated program guidelines.

Priorities

• Among the various types of grants, the committee assigns highest priority to applications for a specific research project.
• The committee assigns a lower priority to applications who have not sought non-Taft funding for their projects or travel expenses.
• The committee assigns a lower priority to applications from previous recipients of Taft grants.
• The committee assigns a higher priority to applications from junior faculty in tenure-track positions.
• Emeriti who remain active within the University community are eligible to apply, but may be given a lower priority.

Obligations of Grant Recipients

• Full disclosure of non-Taft funds received, both inside and outside the university, is required. The Taft grant may not duplicate other funds granted for the same purpose, except when a deficit in the project budget is anticipated even with such non-Taft funds. For example, Taft Travel Grants may supplement funds from non-Taft sources in cases where the necessary and reasonable costs exceed the established Taft limits.
• If there are any changes in plans from the originally approved application, the Taft grant recipient must notify the chair of the Taft Executive Board in writing and receive written approval for the changes. Failure to comply with this rule will nullify the grant and require return of the award.
• Publications and creative work generated with the help of Taft grants should acknowledge the Charles Phelps Taft Memorial Fund. Copies of such publications should be sent to the chair of the Taft Executive Board.
• See the Reimbursement Procedures for additional information.

Reimbursement Procedures 
The following procedures should be followed in order to insure reimbursement of travel expenses:

• Grants cover air ticket and ground transportation to and from conference hotel, conference registration fees, and per diem expenses. Taft Awards can only reimburse the actual conference registration fee and not any membership/organizational dues.
• The $150 per diem includes accommodation, meals, and other conference-related local transportation.
• All amounts should be in US dollars, and the exchange rate used should be indicated.
• As you will be required to present receipts to obtain payment, please be sure to obtain receipts.  If you are using an e-ticket for air travel, please request a receipt from the airline which clearly indicates the travel points and dates, and the fare.  When in doubt, request a paper ticket.

Upon Return:  The grant recipient should complete a travel expense envelope (A113), and relevant receipts should be enclosed. The envelope should be sent to the Taft secretary at ML 0369 no later than 30 days following your return. Please note that:

• Original receipts (including the boarding stub from your plane ticket) must be included in the envelope. ALL receipts for any expenses pre-paid by the university must be included.
• Federal per diem rates (M&IE) may be claimed without receipts.
• The total expenses claimed cannot be more than authorized, nor can line items be claimed that were not authorized.
• Any transfer between line items on approved budgets must be approved by the Chair of the Taft Faculty Executive Board.
• All expenses are to be in US dollars and the exchange rate is to be indicated.
• Taft grants cannot reimburse expenses for alcohol.
• The expense envelope must be sent to the Taft secretary for processing and signature, even if other campus agencies are also funding the travel. Department level processing to reimburse using department funds should be completed first and A113 should then be sent to Taft.