Travel Funding Policy

Updated 8/1/2025 

Travel Funding Policy

Travel and participation in events are critical components of graduate level training both before and after the qualifying exam. We encourage MCBGP students to participate in conferences, skill building workshops, and other professional development activities. In addition to traditional travel and in-person experiences, we encourage students to take advantage of virtual events and activities that they otherwise may not have been able to access.

Students who have not yet passed their Qualifying Exam will no longer be eligible for travel funding.

After a student has passed their qualifying exam, it is important that they become comfortable and skilled at presenting their research to diverse audiences. The MCBGP encourages students who have passed their qualifying exam, to present their work at a conference at least once per academic year. For this reason the MCBGP will provide up to $450 per academic year for students that have passed their qualifying exam, to attend conferences at which they are presenting their work. Students will be eligible to receive this funding up to three times during their tenure as a PhD student in the MCBGP.

Students who are eligible for funding from the program to participate in both workshops/professional development events, and conferences in which they are presenting, may utilize the funding to attend multiple types of events, but will have a cap of $450 per academic year from the program funds.

Graduate students who present at or attend conferences and other professional development activities may be eligible to receive travel funding from a number of sources outside of the program. Details on the different sources of funding and their corresponding eligibility requirements can be found below.

Please review the following travel funding guidelines, to determine if and when to apply for program funds.

Sources of Financial Support:​

  • PI grants and other funds

  • The MCBGP

  • The BioMed Office of Graduate and Post-doctoral Scholars

  • The Brown Graduate School’s International Travel Fund

  • The Graduate Student Council

  • MCB Training Grant, MBOA Training Grant, Computational Biology Training Grant, Pulmonary Training Grant 

Travel Funding Procedure

At least six weeks before payment for the activity is due, students should take the following steps. Graduate and Postdoctoral Studies website

Step 1: Discuss the opportunity with the student advisor and ask for a financial contribution.

Step 2: If the student is a trainee on a training grant or if they have a fellowship that provides conference funding, utilize that source.

Step 3​: Apply for Biomed funding (up to $700 per academic year) at least six weeks prior to conference travel. The office of Graduate and Postdoctoral Studies will provide funds for students attending a conference as long as they are either presenting a poster or giving a talk. Please refer to the Graduate and Postdoctoral Studies website for the most up to date information on this funding. 

Step 4​: Apply for Graduate Student Council funding (up to $300 per academic year) at least six weeks prior to conference travel. The Graduate Student Council will provide funds for students attending a conference as long as they are presenting a poster, giving a talk, or if “the student’s education at Brown is improved by field work related travel”. Please refer to the Graduate Student Council website for the most up to date information on this funding. 

Step 5​: If the student is traveling internationally, apply for Graduate School International Travel funding (up to $1,000 per academic year, depending on distance traveled) at least 14 days prior to conference travel. The Graduate School will provide funds for students traveling internationally to present at a conference or to conduct research. Please refer to the Graduate School website for the most up to date information on this funding. 

Step 6: If the above sources do not adequately cover conference travel, use this online form to apply for funding through the MCB Graduate Program. Students must apply at least five weeks prior to conference travel. Students who have passed their qualifying exams may apply for up to $450 in funding to attend workshops, and other professional development activities, AND/OR to attend conferences if they will be presenting at the conference. A strong justification for the activity will be required. Students must demonstrate how the activity will help them reach their research, academic, and/or professional goals.
Note: Requests for reimbursement submitted after the conference will NOT be considered. 

Step 7: Once approved for funding through the MCB Graduate Program, students should ask the Program Coordinator for help with registration. In many cases, the Program Coordinator will be able to use a program credit card to pay for related expenses. If the student pays for related expenses with personal funds, they will need to be reimbursed. The Program Coordinator can also help with this. Please save all receipts. This award may be combined with Graduate School funds and other sources.

Additionally, students can book their travel through Brown’s travel agent and charge this travel to their funding sources. Please inform the Graduate Program Coordinator if you would like to do so. Note: Booking with the travel agent must be done at least 4 weeks in advance.

Note: The Graduate Program Coordinator will not be able to pay for flights with the program credit card. Students should plan to pay for this with personal funds and be reimbursed.

Reimbursements:

Please review the policies for reimbursements here. It outlines procedures, restrictions and what needs to be submitted based on University Controller guidelines. Be sure to review this before making any conference related purchases.

Component Location

Handbook page