Nov 2010

School of Politics and International Relations, QMUL

Application form for Travel & Conference Grants
for MPhil/PhD Research Students

Name: Student No:

Supervisor: Reg Date:

1. Amount requested setting out breakdown of costs

YOU MUST ATTACH TWO QUOTES AND OFFICIAL EVIDENCE OF BOTH

Quote from Key Travel (www.keytravel.co.uk, Tel: 0845 1220106):

Quote from Other Source:

2. Purpose of the Grant:

3. Confidential Report to be completed by Student’s Supervisor:

1) Report on Progress to date:

2) Confirmation that Travel Grant is Necessary:

Supervisor Signature:

Travel Grant Agreed:

Authorised Signature:

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Guidelines for Travel & Conference Grants

For MPhil/PhD Research Students
Queen Mary School of Politics and IR
1. Procedure for Applications:

1. Students should complete sections 1 and 2 of the travel grant application form.
a. Students must obtain two quotes for all travel and accommodation. One of
which must be from Key Travel - http://www.keytravel.co.uk, Tel: 0845 1220106
b. Proof of the official quote must be attached to the application form above.

2. The student should then forward the application form to their supervisor to complete
section 3.

3. The supervisor should forward the completed application form to the PG

Administrator.

4. The student will be informed by the PG Administrator of the outcome of the

application.

5. Once you receive approval of your application:

a. If your cheapest quote is from Key Travel you will be directed to Jasmin
Salucideen who will book the flights and accommodation on your behalf.
b. If your cheapest quote is from a source other than Key Travel you should book
the flights and accommodation yourself and retain ALL receipts including
boarding cards. Upon return from your trip you should bring all original
receipts, boarding cards and the Key Travel quote to Sanam Javed who will
arrange for your expenses to be reimbursed.

Applications made after travelling will not normally be accepted.

2. Purposes of Grants

The School of Politics and IR may provide a grant to MPhil and PhD research students in
order to support:
• Travel and accommodation to attend a conference in order to give a paper
• Travel and accommodation to a specific place for the purpose of undertaking
research or field work
• Travel and accommodation to attend a conference without giving a paper

3. Criteria

• In order to qualify for this grant a student must be fully enrolled as an MPhil or PhD
student within the School of Politics and IR, including the period of Writing Up.

• Financial Limits of Award:

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o Each student may normally apply for a maximum of £500.00 during the life
of the research degree.
o Amounts in excess of this total may be granted on a discretionary basis by the
Director of Graduate Studies.
o Permission can be granted relatively quickly through the PG administrator if the
total cost of the travel grant is estimated to be less that £100. For larger
amounts the applicant will need to have the application approved by the
Director of Graduate Studies. This may take longer to be granted.

4. What is covered by the grant:

The following will be acceptable charges to the financial grant:

• Accommodation at conference or place of research
• Travel expenses including train, airfares, taxis, transfers by coach, and all public
transport
• Subsistence, such as reasonable costs for meals at the hotel and while travelling (to
be reimbursed on return)
• Conference attendance fees

The following is a list of some of the items which are not covered by the travel grant:
• Incidental expenses at the hotel or conference such as newspapers and telephone
calls
• Entertainment expenses
• Charges for photocopying or search fees at places of research
• Equipment for fieldwork

5. Reimbursement:

Reimbursement will be made to the student upon production of all original receipts to the
PG Administrator. It can take up to 8 weeks for the money to be paid into the student’s
bank account.

The student will complete an expenses form in the presence of the PG Administrator. The
student will provide bank account details for the reimbursement to be paid into.

No reimbursements will be made in cash by the PG administrator.

No travel advances are possible as accounting regulations require reimbursement against

original receipts.

6. Timing of Application:

Applications can be made at any time of the year and can be approved in principle prior to
a student being formally asked to present a paper at a conference. Any claims older than 6

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months may be rejected by the Finance Office, QMUL. All claims must be received before
the financial year end which is before the end of July.

7. Travel Insurance

If you require travel insurance this will be covered by the College. However, insurance
should not be included on your travel grant application.