AMS-Simons Travel Grants
Awardee information page
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. Click submit voucher at the top of the form to send in email. The form will attach to this email. Attach all receipts and documentation to this same email and hit send. It will automatically be sent to AMS staff at the proper address. (Please note: The form must come directly from the awardee's email address).
Travel reimbursement guidelines
Please make an inquiry to AMS staff first to see if extraneous expenses are covered.
- The awardee does not have to use the funding equally per year. The entire funded amount may be spent at any point within the two years.
- The voucher is signed by the awardee only (unless using the grant to host a visitor); it does not require a mentor signature.
- Two types of travel may be funded: travel by the awardee, or travel by another mathematical scientist to the home institution of the awardee for the purpose of scientific collaboration with the awardee. The Trip Approval form will list the traveler. After travel, the traveler submits the completed voucher and the traveler is paid directly from the AMS.
- For any approved trip, the following documented expenses may be submitted:
- Transportation tickets
- Including air, train, bus, subway tickets; also, charges for taxis and other transportation network operators to and from the airport or train stations only. Not reimbursable: business/first class seats on air or train, travel insurance, upgrade or early check-in fees, excess baggage fees, flight change fees (if an emergency situation arises, explain).
- If the awardee makes travel arrangements from and to anywhere other than the awardee's home institution, an estimate of what it would have cost for a trip from and to the home institution must be provided. Reimbursement will be for the least expensive option.
- If driving instead of using an airline, an estimate of what it would have cost to purchase an air ticket must also be provided. Reimbursement will be for, at most, the cost of a 2-week advance purchase air ticket. Also, you must provide a Google map showing the start/end points for the mileage that was driven as well as any receipts for parking and tolls. Note that mileage is only reimbursed when using a vehicle owned by the traveler.
- Contact AMS staff in advance for approval when considering a car rental. For approved car rental situations, only actual charges for a basic economy-level car are covered, not mileage. No insurance fees are covered.
- Use of a US-based air carrier is encouraged if at all possible. However, there are circumstances when this is not possible. If using a non-US carrier, then please include an estimate of what it would have cost to use a US carrier and/or a written statement to be included with the reimbursement documents as to why a non-US carrier was used.
- Miscellaneous fees – Meeting registration and government visa fees
- Hotel – Receipt must show traveler's name and payment. If a hotel stay will cost more than US\$250 per night, please seek pre-approval from AMS staff.
- Meals – Food will be reimbursed at (a maximum of) a flat per diem of \$50 per full day of travel, no matter what the location (note that first and last day of travel are reimbursed at \$37.50). Therefore receipts will not be submitted for reimbursement of food. Number of allowable days is proven with a flight, train, or hotel receipt. Meal per diem allowances will only be paid for trips that included overnight stays.
- Every receipt must show proof of payment by the traveler and if the receipt shows a different name, proof of repayment to that person must be attached. If receipts are not in English, you must clearly state what each receipt is for.
- The trip should be reimbursed in the same year it was taken.
- If the itinerary is complicated (multiple countries and currencies), please include a breakdown of all the expenses and what currencies they are in and label each receipt clearly.
- If traveling with another person(s), please single out the awardee's expenses and include a breakdown and/or written statement.
- If the awardee is away from the his/her home institution for an extended amount of time for academic reasons, then please include a written statement explaining the circumstance and include this with the reimbursement documents.
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 travel voucher, payment can be expected from the AMS in two to four weeks.
AMS-Simons Travel Grant awards are made on June 1 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 award process consists of three steps:
- An email will be sent containing a pdf award letter. Should an applicant (due to a delay in PhD receipt, a recent grant award or a new position that includes significant travel support) now be ineligible for the award, the applicant should let the AMS know that immediately. In that case, the award will go to someone on a waiting list.
- When the award email arrives, it will contain award details, the award amount and an acceptance form which must be completed and returned by email.
- After acceptance, a further email to the awardee will contain forms to be used during the duration of the award for collecting payments. Or, revisit this page at any time to access the forms.
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 member Kim Kuda alerting him or her to expect the check, including the amount of the check 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.
In years one and two, each awardee will receive a Department Payment form in September. 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.
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. That is, 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.
Contact Kim Kuda at the AMS.
Phone: 800-321-4267 ext. 4096 or 401-455-4096
Email: Email Program Coordinator
AMS-Simons Travel Grants
American Mathematical Society
201 Charles Street
Providence, RI 02904