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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 by the Research Foundation to attend* conferences for Fall 2020- Spring 2021. Retroactive funds for the Spring 2020 semester in the amount of $7,500 were also received.

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 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 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 $600/fiscal year); the Distinguished Travel Award and the Professional Development  Fund are additional funding possibilities. More information about GSO funding opportunities can be found here

  * We would assume that your conference attendance is virtual at this time. Please see the Coming Back Safe and Strong | Travel webpage for the latest information on current travel policy and procedure.

2020-2021 Application Process

Both principal investigators (PIs) and graduate students currently employed by RF as Research Assistants can request reimbursement for monies expended toward students' Spring 2020, Fall 2020, and/or Spring 2021 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, 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 ( 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 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 2020-2021 RF Professional Development Google Form.  

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

3. If funds are available, the PI will be notified via email by

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 2020-2021 RF Professional Development Google Form .  

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

2. If funds are available, students will be notified via email by

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 for completion.

4. In addition to the Encumbrance/Expenditure Transfer Request form, the 2020-2021 RF Professional Development Google Form must be completed.

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

5. If funds are available, PIs will be notified via email by