RF Annual Professional Development Fund

The professional development fund exists for graduate students employed as Research Project Assistants by the Research Foundation to fund attendance to relevant conferences during their RPA appointment period only.

The fund will cover registration fees ONLY (exluding taxes, foreign fees, meal/lodging, etc.). Please work with the conference host to obtain an itemized invoice clearly showing the cost of registration separated out from all other fees/expenses. Applications are reviewed as they are submitted. Funding is distributed on a first-come, first served basis until exhausted, and is not guaranteed. Applications will close once funding has been depleted.

Please note: While Fellows are on the Research Foundation payroll, they are not considered employees and are therefore ineligible for this funding. Graduate students, regardless of employment status, may consider the funding opportunities available through the  Graduate Student Organization (GSO).

The Application Process

Both principal investigators (PIs) and graduate students currently employed by RF as Research Project Assistants can request reimbursement for monies expended toward student's conference registration fees. Additionally, where applicable, PIs/Administrators can request direct conference payment through Wolfmart. Please note, the conference must be setup as a vendor in WolfMart prior to submission.

Please see below for the application processes. Should questions arise, please contact Graduate School Finance and Administration.

Direct Payment to Conference Vendor

For direct payment to the vendor, funding requests must come from a student's PI at least three weeks prior to the conference through a  non-encumbered payment form  in Wolfmart. If the conference is not  set up as a vendor in Wolfmart , the PI/PI’s team must add them accordingly.

1. Once the non-encumbered payment form is prepared and an invoice is attached, it should be added to a cart in Wolfmart and assigned to Thomas Schoenthaler (thomas.schoenthaler@stonybrook.edu) for approval.

a. Exception: If the conference is hosted outside of the United States and only accepts a wire transfer as payment, please do not submit the request via Wolfmart. Instead, email Graduate School Finance and Administration for instructions. 

Note: An invoice must be attached to the Wolfmart cart. For those vendors who will not provide an invoice for payment, PIs/students will need to explore one of the reimbursement methods instead.

2. After submission on Wolfmart, the PI must complete a RF Professional Development Fund Google Form.

          Note: To access the Google form, applicants must be signed into their Google account with a stonybrook.edu address.

3. If funds are available, the PI will be notified via email by Graduate School Finance and Administration.

Student Reimbursement Method

Students who paid for conference registration fees out-of-pocket -- and who did not receive funding for the conference from another source – can apply for reimbursement.

1. Submit a RF Professional Development Fund Google Form.

          Note: To access the Google form, applicants must be signed into their Google account with a stonybrook.edu address.

2. If funds are available, the PI will be notified via email by Graduate School Finance and Administration.

PI Reimbursement Method

1. Principal investigators (PIs) should complete a  Cost Transfers- Encumbrance/Expenditure Transfer Request form  for conference registration fees paid for graduate students from one of their grants.

2. Cost Transfers- Encumbrance/Expenditure Transfer Request form should include the “Transfer From” account details and the PI’s signature. Be sure to reference the PO# or Requisition/Travel (TVL)# of the original expenditure.

3. This form should then be emailed to Graduate School Finance and Administration  for completion.

4. In addition to the Encumbrance/Expenditure Transfer Request form, the  RF Professional Development Fund Google Form  must be completed.

          Note: To access the Google form, applicants must be signed into their Google account with a stonybrook.edu address.

5. If funds are available, the PI will be notified via email by Graduate School Finance and Administration.