General information about the SMC Travel Grants

The SMC Society awards Travel Grants for Students and Young Professionals who are in most need and lack of financial resources to attend. Successful Grant Recipients will receive a reimbursement ($500 of each) upon registering and presenting her/his paper at SMC 2023.

Assessment of the applications

The assessment of the applications to SMC 2023 Travel Grants and the selection of the Travel Grant Recipients will be done by a Board under the surveillance of the Vice-President for Membership and Student Activities. The Board members are selected by the Chair of Student Activities Subcommittee and Chair of Young Professional Subcommittee. According to IEEE and SMCS policies the Board treats all applications equally.

Duties of the Grant Recipients

The Recipients have to declare that they will attend the SMC 2023 (e.g. as a reply of the notification e-mail). In case of any changes regarding their participation (e.g. cancellation; fail to attend due to funding, visa, etc.) they have to indicate it to the Contact Persons.

If one of the Recipients cannot attend the conference, her/his Travel Grant will be assigned to the next best non-selected Applicants. The Recipients have to keep the invoices / vouchers / receipts regarding the travel (e.g. airplane voucher, gasoline receipt, bus receipt, etc.) and provide them during the reimbursement.

Contact Person:

• György Eigner – eigner.gyorgy@nik.uni-obuda.hu
• Satyam Mohla – satyammohla@iitb.ac.in

Deadline for the Application

Deadline for the Application is July 3, 2023. Only fully completed applications can be accepted.

Notifications of the Applicants

Notifications start after July 25, 2023. Due to the high number of applications the notifications of the Recipients and refused Applicants may take a few days.

The SMC Travel Grant

The SMC Travel Grant only covers international and non-local travelling fees up to $500. The SMC Travel Grant does not cover local (in-town) travelling expenses, registration fees, accommodation fees, or other expenses. The way of travelling (plane, car, train, etc.) is arbitrarily selected by the Recipients. The SMC Travel Grant is a Reimbursement type Grant. That means, each Recipient has to pay by her/his own travelling expenses to reach the town of the conference venue and the travelling costs can be reimbursed after the conference.

Reimbursement policy:

IEEE reimbursements will happen through the NextGen Expense Reimbursement tool. NextGen Expense Reimbursement tool is an automated platform that is designed to be fast, easy, and efficient. IEEE volunteers will save time with a streamlined experience, with IEEE directly reimbursing you. Plus, you can use the mobile app for easy on-the-go expense reporting.

To claim reimbursement for travel expenses related to IEEE SMC activities, grant recipients must first sign up for an IEEE Concur Account using the provided link. Once they have signed up, they can submit their expense report through Concur, using the trip purpose information provided to ensure that the report is routed to the correct place for approval. Once the expense report has been submitted through Concur, the IEEE SMC Treasurer will receive an email from the system to approve the request. Once the request has been approved, the grant recipient will receive reimbursement for their travel expenses.

It is important to note that grant recipients are only eligible for reimbursement if their travel expenses are within the allowable limit. If the expenses exceed the allowable limit, the Society will cover the maximum amount allowed, which is $500. If the expenses are lower than the allowable amount, the Society will only cover the actual amount of the expenses incurred.

To initiate the reimbursement process, grant recipients should follow these steps:

Sign up for an IEEE Concur Account using the provided link.

https://corporate.ieee.org/resources/travel,-medical-and-insurance/ieee-expense-report

Submit an expense report through Concur, using the trip purpose information provided to ensure that the report is routed to the correct place for approval.

• Level 1 – Technical Activities Societies
• Level 2 – Systems Man & Cybernetics
• Level 3 – Students and YP Travel
• Level 4 – 00000

Wait for approval from the IEEE SMC Treasurer. Once approved, the grant recipient will receive reimbursement for their travel expenses. If grant recipients have any questions or concerns about the reimbursement process, they should contact the anyone of the following contact person, György Eigner.