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RF Annual Professional Development Fund

As part of the current contract negotiated 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 has established a $15,000 annual professional development fund for graduate students employed by the Research Foundation to attend conferences. The fund will cover registration fees only. Applications are reviewed as they are submitted, and $7,500 is available each semester on a first-come, first-served basis. Applications will close for the year 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 on State payroll (i.e. TA's or GA's) are also ineligible for this Program, but may explore the possibility of the  GSEU Professional Development Awards Program.

Graduate students, regardless of employment status, might consider some of the funding opportunities available through the Graduate Student Organization (GSO). The Resource Access Project (RAP) provides travel grants (up to $500/fiscal year) and the Distinguished Travel Award is another funding possibility. More information can be found  here

 

2018-19 Application Process

The Fall 2018 application process will open on Monday, September 24, 2018.  On that date, both principal investigators (PIs) and students currently employed by RF can request reimbursement for monies expended toward students' 18-19 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 Dana Jecewiz ( dana.jecewiz@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.edufor 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 2018-2019 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.

*For expenses of $500 or more, PI’s should submit the cart on Wolfmart and the 2018-2019 Google form as early as possible. Due to a new budget policy requiring review by the Dean and by the Provost's Office, the Graduate School will need additional time for processing before payment can be made by the Procurement Office. Please plan accordingly based on conference registration deadlines.

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  2018-2019 Google form

NOTE:  To access the Google form, applicants must be signed into their Google account with a stonybrook.edu address. 

2. If the conference registration fee is $500 or more, additional review time is needed due to a new budget policy requiring review by the Dean and by the Provost's Office.

3. If funds are available, students will be notified via email by  gradfinance@stonybrook.edu.

PI Reimbursement Method

1. Principal investigators (PIs) should complete an  Encumbrance/Expenditure Transfer Requestform for conference registration fees paid for graduate students from one of their grants.

2.  Encumbrance/Expenditure Transfer Request forms 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  2018-2019 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.

 

 

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