APS Chapter Chair Travel Grant Application Form

 

A Chapter Chair may contact the AP-S Chapter Activities Coordinator to apply for a travel grant to attend the annual IEEE AP-S International Symposium. The award is capped at $1,950 and also entitles the recipient to receive free registration at the Symposium. The award may be used to cover all or part of the travel and hotel expenses. Awardees are responsible for any expenses that exceed the award limit. A maximum of five awards per year will be granted.

 

A Chapter Chair can request a Travel Grant by completing and submitting a “Travel Grant Application Form” to the Chapter Activities Coordinator. The application should explain clearly the planned level of AP-S activities of the Chapter Chair at the Symposium, and what financial circumstances exist that makes this travel grant necessary. Awards are prioritized based on financial need and the level of involvement of the Chapter Chair with the Symposium and AP-S Chapter activities. If approved, the Chapter Activities Coordinator will forward the request to the AP-S Treasurer who will then issue a check made payable to the recipient; the recipient will receive the check at the Chapter Chairs Luncheon, which is usually held on Thursday of the week of the Symposium. Note: No advances will be granted.

Applications may be submitted at any time between the first of the year and the start of the Symposium. However, those applications received after April 1 will be given a lower priority than those received prior to April 1. 

The purpose of this grant is to allow Chapter Chairs to attend the Chapter Chair Luncheon in order to benefit from the discussions pertaining to chapter affairs and business. Hence, the intended recipients of this grant are Chapter Chairs. In the event that a Chapter Chair cannot attend the Symposium, he/she may wish to be represented at the Chapter Chair Luncheon by another chapter officer (i.e. Vice Chair, Treasurer, etc.). Only in this case may this officer apply for the Travel Grant. Such applications will be given a lower priority than an application from a Chapter Chair. Non-elected officers (e.g., appointed officers) or members who are not an elected officer should not apply for this grant.  A recipient (regardless of the office held) of this travel grant from previous years may apply for another travel grant for the current year. However, such applications will generally be given a lower priority.

 

 

Travel Grant Instructions

  1. Prior to requesting any funds, a final report must be submitted for the previous year. No awards will be approved until a final report is received.
  2. Enter the requested information in the attached application. There is no need to submit a “long” proposal or justification.  A one page application is desired, but use additional pages, if needed.
  3. Along with the Travel Grant Application, complete and submit an IRS W9 form (for US Citizens) or an IRS W8 form (for non-US Citizens). If you are a non-US citizen residing in the US, review both forms and see which is applicable to your situation. A W8/W9 form must be signed and submitted with the Travel Grant Application.
  4. For US citizens only: After the Symposium, an expense report should be submitted to the Chapter Activities Coordinator. Save all receipts and include them with your report. See the APS Chapters web page or contact the Chapter Activities Coordinator for an IEEE expense report form. Failure to supply an expense report could result in an IRS tax liability for the grantee. Note: It is expected that the costs to attend the symposium will exceed the grant amount. If it does not, the unspent portion of the grant is to be retained by the grantee and could be taxed.  Please consult a financial tax expert for further clarification of US tax laws.
  5. E-mail or FAX this form with the appropriate W8/W9 form to the Chapter Activities Coordinator.

 

 

Please fill out the Travel Grant Application on the next page and submit it to the Chapter Activities Coordinator along with the W8/W9 form.

 

Travel Grant Application Form

 

Applicant Name:

 

Chapter Title/Location:

 

 

Are you the current elected Chapter Chair (Yes/No)?           

 

If you are not the current Chair, state the elected position that you hold in your chapter (i.e., Vice-Chair, Treasurer, etc.):

 

Has a Final Report been submitted to the APS Chapter Activities Coordinator (Yes/No)?

 

Have you received this grant before (Yes/No)? If yes, what year(s)?

 

Are you applying for any other grants from IEEE for travel to this Symposium (Yes/No)? If yes, please list the sources.

 

 

List planned activities at the AP-S Symposium:

 

 

 

 

Provide a statement that describes your financial situation and need:

 

 

 

Requested amount (up to $1,950):

 

To whom should the check be made payable to:

 

Notes:

  • A W8/W9 form must be completed, signed and submitted to the Chapter Activities Coordinator along with this application; see the APS Chapters web page for such forms.
  • Travel Grant recipients receive their registration free in addition to receiving funds up to $1,950. Please do not register for the Symposium until you have received instructions about registration from the APS Chapters Activities Coordinator.
  • US Citizens are strongly encouraged to submit an IEEE Expense Report to the APS Chapters Activities Coordinator soon after the Symposium. Failure to do so may result in the IRS interpreting the grant as taxable personal income.