Travel Grants FAQ
The APS Committee on the Status of Women in Physics (CSWP) is pleased to sponsor the Travel Grants for Women Speakers Program. This program is intended to increase the recognition of women physicists by expanding the opportunity for physics departments to invite women colloquium/seminar speakers. These presentations raise awareness of the accomplishments of women physicists, and the women speakers can serve as role models for women students and faculty.
What is the Travel Grants for Women Speakers Program?
The Travel Grants for Women Speakers Program provides a reimbursement of up to $500 to colleges and universities for the travel expenses of either of two women colloquium or seminar speakers these institutions host during a single academic year.
Who can apply for Travel Grants?
Eligibility extends to physics departments of American colleges and universities. Canadian and Mexican colleges and universities are also eligible, provided that at least one of the women they invite is currently affiliated with an American institution. Application should be made by host institutions, not by the speakers themselves.
What are the guidelines?
An institution must schedule the two women speakers during a single academic year to qualify. Both speakers must have presented their talks before the end of the academic year.
Which women physicists qualify as speakers under the Travel Grants for Women Speakers Program?
The CSWP maintains a Womens Speakers List, but qualifying speakers are not limited to this list. Neither of the two speakers may be faculty of the host institution. The speakers must currently be in the U.S.
What if the speaker we choose is already speaking this year in the program?
One of the main goals of this program is to encourage a large number of different women speakers. Therefore, institutions may be asked to select an alternate speaker if their first choice speaker is already giving several talks that year within the program.
What factors are considered in Travel Grant approval?
In case of oversubscription to the program, preference will be given to institutions with greater need, or to speakers who may reap greater benefits from the particular engagements. Funding for the Travel Grants for Women Speakers Program is limited, and institutions are encouraged to apply early in the academic year, even if the speakers are scheduled for the spring semester.
How does an institution apply for a Travel Grant?
The Travel Grants for Women Speakers Application Form must be submitted with the following information: the names of two invited women speakers (even if tentative), actual or projected dates of their presentations, and actual or estimated costs of the speaker.
What expenses qualify for reimbursement?
The expenses of only one of the two speakers is reimbursable, up to $500. The institution may choose to be reimbursed for either of the speakers. Reimbursement is for travel, lodging, and childcare expenses only. Honoraria or extraneous expenses at the colloquium itself, such as refreshments, are not reimbursable.
What documentation is required?
Institutions should not submit receipts until their Travel Grants for Women Speakers Application Form has been approved and the colloquium or seminar has been completed. Original receipts should accompany the APS Travel and Expense Report Form, which will be sent to all approved applicants. If original receipts are not available, copies should be submitted along with a short memo explaining that the university has already reimbursed the speaker and must retain the receipts. A mileage allowance applies to travel by car. A completed APS Travel and Expense Report Form is required for payment.
To whom is payment made?
Payment will be made to the host institution in reimbursement for payment to the speaker, or directly to the speaker. Please note that it takes approximately three weeks to process a reimbursement request.
When is payment made?
Payment will be made after both presentations have taken place, and documentation as listed above has been submitted.
What if we are approved for a grant and the speaker cancels?
If a speaker should cancel, please notify the APS immediately. We can provide assistance in finding a replacement speaker. If no replacement can be found, we can reassign your grant to an institution on our waiting list.