Introduction

Program Objectives

• To support IITM students in participating in international programs through the OGE Travel Grant and to enable international students at IITM to apply for the grant for both domestic and international program participation

• Support personal and professional development of IITM students

• Foster Research and Development in Technical Education

• Promote/project IITM globally as a technological university.

Funding

• The funding is limited to the difference between actual out-of-pocket expenses and receipts for all other sources.

• TG will be sanctioned only after the event as a partial reimbursement. No advance shall be given.

• All need-based applications will be processed on a case-to-case basis by the TG committee.

• Only international students pursuing studies at IITM are eligible to apply for national-level events.

• The Travel Grant Committee reserves the right to cancel a student TG application.

Basic conditions to be fulfilled

• Students should apply through the online Travel Grant application portal designed by our office after completing their visit. Applications cannot be submitted before the visit.

• All the events must be related to their primary area of study at IITM, and non-core related travel expenses are normally not supported.

• The students are also advised to make an attempt to avail of the funding opportunities mentioned here. https://docs.google.com/document/d/1bPvc-JxrNebpDnIj7W4biCLwGr_nWa0g/edit

• If eligible, and in addition, to at least any two organizations that support similar programs—e.g., CSIR, DST, DBT, COSTED, INSA, AICTE, UGC, etc.

No Objection Certificate (NOC)

• Students must obtain a No Objection Certificate (NOC) from the Academic Courses/Academic Research Office before the start of travel. The NOC must also be uploaded in the Travel Grant application.

General Guidelines

• Applications will be considered on an ongoing basis. The Committee will meet once every 2 to 3 months, in addition to meeting whenever the minimum number of applications is received.

• The aim is to distribute the Travel Grant equitably to applicants of various Depts., UG/ PG programs, etc.

• Students can apply for the OGE Travel Grant after participating in various opportunities across different event types. These include: Conference Oral presentation, Conference Poster presentation, Conference Participation, Workshops, Research Visit, Summer School/Winter School, Competition, Internship/Fellowship, Semester exchange.

• Joint Degree Program (JDP) visits are not covered under the OGE Travel Grant. For funding support, please visit the JDP Support Grant webpage and submit your application accordingly.

• If multiple students attend the same competitions and share a common bill/reciept, please ensure to itemize individual expenses from the total incurred and attach corresponding receipts. In the remarks field, please indicate the total number of students sharing this common bill/receipt.

• The student will prepare a high-quality presentation that will effectively reflect their experience at the host university.

Per Diem for Food – Guidelines

• For visits of 10 days or less, the food expense amount will be calculated based on the actual expenses submitted with relevant bills.

• For visits exceeding 10 days, the per diem calculation for food will be applied based on the below mentioned:

• The per diem amount for food expenses will be determined based on the minimum of the following three criteria:

• $50 per day

• $500 per month

• 50% of the total claim

• The maximum per diem for food is capped at Rs.50,000.

Please Note:

• Students must submit food expense details in the OGE Travel Grant application to be eligible for the per diem for food (for visits more than 10 days). Relevant bills for food expense should be submitted, if available, to support the claimed amount for food.

• The per diem for food is not a separate reimbursement but will be part of the overall approved travel grant by the committee along with other expenses such as airfare, accommodation etc..

• The per diem allocation for food depends on fund availability and is subject to possible adjustments.

• Students who have received funding support that covers their food expenses through scholarships or other sources should enter ‘0’ in the food expense field in the application.

Documents to be submitted on online application portal

• His/ her softcopy picture (in JPG file format)

• A one-page summary of work accomplished during the visit abroad and how the visit abroad benefitted him/her.

• A Participation Certificate from the host university and a financial statement giving particulars of amounts received from various funding agencies (if applicable), and amount spent under various heads such as travel, Visa fees, Registration Fees, etc

• A five-minute video about the visit, including details of your name, roll number, event details, and how it has impacted/benefited you. Please paste the recorded video link (preferably a Google Drive link) into the online form.

• All bills and boarding passes, including for food, are to be retained, and copies are to be submitted

Documents To be submitted in person to ICSR

• Evidence in support of acceptance of paper for presentation-on letterhead of organizers; or evidence of acceptance letter for participation in workshops, summits, competitions, internships, exchange programs, summer school, etc

• Evidence to show whether the applicant is receiving partial travel support from the Institute/other sources (other than personal sources)

• Evidence to show whether the applicant is receiving partial travel support from the Institute/other sources (other than personal sources)

• A Certificate from two Travel Agencies/Two different travel websites/Airlines, indicating cost of return airfare by economy class/ excursion fare by the shortest route.

Additional Funding Support:

• If you are receiving funding support from other department(s) at IITM or from external sources (e.g., Academic Research Office, PMRF, ANRF) for the same visit, you must submit a cover letter to the ICSR Travel Team after receiving the sanction letter from our office.

• The cover letter should specify the support amount received and provide details of the bills/documents submitted to the other department(s).

• These requirements will be communicated by our office to the students once their applications are reviewed by the TG Committee.

Important Dates