RF Annual Professional Development Fund
As part of contract negotiations between the Research Foundation for the State University of New York and the Communications Workers of America, Local 1104, the Office of the VP for Research at Stony Brook established a $12,500/semester professional development fund for graduate students employed as Research Project Assistants by the Research Foundation to attend conferences for Fall 2022- Spring 2023.
The fund will cover registration fees only. Applications are reviewed as they are submitted. Funding is distributed on a first-come, first-served basis and is not guaranteed. Applications will close once funding has been depleted.
Please note: While Fellows are on the Research Foundation payroll, they are not considered employees and are therefore ineligible for this funding. Graduate students, regardless of employment status, may consider the funding opportunities available through the Graduate Student Organization (GSO).
2022-2023 Application Process
Both principal investigators (PIs) and graduate students currently employed by RF as Research Assistants can request reimbursement for monies expended toward students' Fall 2022-Spring 2023 conference registration fees. Additionally, where applicable, PIs/Administrators can request direct conference payment through Wolfmart.
Please see below for the application processes. Should questions arise, please contact gradfinance@stonybrook.edu, noting RF Professional Development Fund in the subject line.
Direct Payment to Conference Vendor
For direct payment to the vendor, funding requests must come from a student's PI at least three weeks prior to the conference through a non-encumbered payment form in Wolfmart. If the conference is not set up as a vendor in Wolfmart, the PI/PI’s team must add them accordingly.
1. Once the non-encumbered payment form is prepared and an invoice is attached, it should be added to a cart in Wolfmart and assigned to Thomas Schoenthaler (thomas.schoenthaler@stonybrook.edu) for approval.
a. Exception: If the conference is hosted outside of the United States and only accepts a wire transfer as payment, please do not submit the request via Wolfmart. Instead, email gradfinance@stonybrook.edu for instructions.
NOTE: An invoice must be in attachment on the Wolfmart cart. For those vendors who will not provide an invoice for payment, PIs/students will need to explore one of the reimbursement methods instead.
2. After submission on Wolfmart, the PI must complete a 2022-2023 RF Professional Development Fund Google Form.
NOTE: To access the Google form, applicants must be signed into their Google account with a stonybrook.edu address.
3. If funds are available, the PI will be notified via email by gradfinance@stonybrook.edu.
Student Reimbursement Method
Students who paid for conference registration fees out-of-pocket -- and who did not receive funding for the conference from another source – can apply for reimbursement.
1. Submit a 2022-2023 RF Professional Development Fund Google Form.
NOTE: To access the Google form, applicants must be signed into their Google account with a stonybrook.edu address.
2. If funds are available, students will be notified via email by gradfinance@stonybrook.edu.
PI Reimbursement Method
1. Principal investigators (PIs) should complete a Cost Transfers- Encumbrance/Expenditure Transfer Request form for conference registration fees paid for graduate students from one of their grants.
2. Cost Transfers- Encumbrance/Expenditure Transfer Request form should include the “Transfer From” account details and the PI’s signature. Be sure to reference the PO# or Requisition/Travel (TVL)# of the original expenditure.
3. This form should then be emailed to gradfinance@stonybrook.edu for completion.
4. In addition to the Encumbrance/Expenditure Transfer Request form, the 2022-2023 RF Professional Development Fund Google Form must be completed.
NOTE: To access the Google form, applicants must be signed into their Google account with a stonybrook.edu address.
5. If funds are available, PIs will be notified via email by gradfinance@stonybrook.edu.