# AMS-Simons Travel Grants

## Awardee information page

• For travel support recipients, the AMS expects to reimburse actual, allowable expenses up to the stated amount of the travel award and after all requirements for reimbursement are met. Travel reimbursement requests may only be for travel which actually took place; however, registration fees for online events for the awardee are permissible with approval of your mentor. Trip insurance cannot be reimbursed. Note that the AMS expects to reimburse tickets purchased two weeks in advance, so if travel conditions are uncertain, consider waiting for that point. If travel rules or procedures change, changes will be posted here and current awardees will be notified by email.

### How to arrange a trip

It is anticipated that several trips may be taken during the two years of the grant, but the plans are completely up to the awardee and the mentor. Once the mentor and awardee have agreed on a certain trip, please follow these procedures:

Fill out a AMS Simons Pre-Authorization Mentor Form:

After filling out the awardee's portion of the form, save a digital copy. Attach the document to email and send to the mentor. The mentor should review the document, type in his or her name in the mentor signature field, then attach to email and send directly to AMS staff. (Please note: The form must come directly from the mentor's email address. Please make sure that the AMS staff has the mentor's email on file. Forms will be rejected if the emails do not match).

Awardees are responsible for all travel arrangements and registrations for the planned trip. Reimbursement of allowable expenses occurs after the travel, and after a properly completed travel voucher is received at the AMS and processed for payment.

### Receiving payments after travel is completed

Fill out an AMS Simons Travel Voucher Form:

Complete the form, including the date and a typed signature. Save a copy for your records and email the completed voucher to AMS Staff at the email address found on the voucher. Be sure to attach all receipts and documentation to this same email.

### Travel reimbursement guidelines:

Please make an inquiry to AMS staff first to see if extraneous expenses are covered.

It is always best to first send an inquiry before making travel arrangements if there is doubt about allowed expenses. Awardees are highly encouraged to do so.

After submitting a completed voucher, payment can be expected from the AMS in two to four weeks.

### Award information:

AMS-Simons Travel Grant awards are made in June each year. The period of the award is from July 1 through June 30 (two years later). No expenses may be covered prior to the award period; if in mid-trip, expenses occurring on or after July 1 may be covered.

The AMS needs to maintain the awardee's correct home institution. Please verify or correct that institution on the acceptance form. If the home institution changes at any time during the grant period, please notify the AMS.

When each travel voucher is processed at the AMS for payment, the awardee will receive an email from AMS staff alerting you when to expect the payment, including the amount of the reimbursement and the funds still available in the award. Please retain these emails.

If funds remain in the grant after the two-year grant period, an extension period of one year may be requested. That request should be made during the last six months of the grant period. To request an extension, write to the program staff (see below) explaining why more time is needed to spend the award.

The award process occurs in three steps:

### Department payment:

In years one and two, each awardee will receive a Department Payment form. This form should then be given to an individual at the awardee's home institution who handles transactions of this nature. That person will return the form to the AMS and this payment will be sent directly to the school.

### Final report:

At the close of the grant period, a final report will be due detailing the travel taken and the consequences of the support. This report is due before the final payment of the award can be made; it is due at the time a voucher is submitted for the last payment of the grant, or at the closing date of the grant, whichever comes sooner. A request for a final report will be sent to the awardee in email, with a link to the form, before the last payment is processed. Feedback from final reports is conveyed to the Simons Foundation annually.

### Questions?

Contact AMS Staff.

Phone: 800-321-4267 ext. 4189 or 401-455-4189
Fax: 401-331-3842
Email: Email Program Specialist