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Monroe Scholars

Monroe Scholars Program Conference Travel Grant

As Monroe Scholars attend conferences in their area of study and present their research, a limited number of conference travel grants are available for Monroe Scholars to apply for every academic year.

This fund is made possible by the Bargerstock-Mason Memorial Endowment and a generous gift from the Mason family.

The Charles Center is able to assist Monroe Scholars with expenses related to academic conference travel. Students may request up to $1000 of funding; however, the actual amount of funding disbursed may be less depending on the number of applicants and available funding. Additionally, the number of students funded each year will depend on the total demand and amount of funding requested by each student. If necessary, students planning to present their research at a conference will be given preference for funding. 

Application Information

Deadline:

Eligibility
  • Currently enrolled Monroe Scholar in good academic standing
  • Will attend an academic conference in their field of study/research during the 2023-2024 academic year (August 30, 2023 through May 15, 2024)
Application Components
  • Information about the conference (name, location, travel dates)
  • If presenting: title and abstract of presentation; proof of presentation acceptance or proof that you applied to present; DocuSign form signed by you and your faculty mentor verifiying that your faculty research advisor has given approval for you to present research conducted under their mentorship
  • If attending: please explain how attending this conference will be applicable to your research interests and further your development in your chosen field
  • Itemized proposed budget. Acceptable expenses include conference registration fees, travel (air train, bus, Uber/Lyft, estimated gas mileage and parking), and lodging. Other conference-related expenses may be considered for funding. 
  • Disclosure about any other funding you have received or applied for to attend this conference.
Travel
  • The conference must take place within the United States. No proposals for funding for international travel to conferences will be approved.
  • Approval is contingent on current university travel policies. 
  • Proposals for funding for virtual conference registration are acceptable. 
Financial Aid Information

By applying for this award, you give consent for the Charles Center to review your financial aid package through the Financial Aid Office. If you are receiving financial aid that has already assisted with your full financial need, accepting this award could result in a reduction of your future financial aid. If you have any questions, we recommend you contact the Financial Aid Office to understand the impact this award may have on your aid package.

Disbursement
  • If your proposal is accepted for partial or full funding, you will receive an award letter you must sign and return to the Charles Center before receiving funding. 
  • Funds will be deposited directly into your Student Account no sooner than two months prior to the conference date in case plans unexpectedly change. You can sign into Banner to check the availability of your funds.
  •  If your student account is not paid in full by the time the disbursement occurs, any amount owed to the College will be deducted from your check; you may then request a refund of the balance. To do so, you will need to request a Student Account Refund (see for this webpage for details). To expedite the processing of this refund, please sign up for direct deposit by visiting the Bursar website at Refunds | William & Mary (wm.edu)
Tax Information
  • Non-Resident Aliens: Federal regulation mandates that payments made to a Non-Resident Alien be analyzed for tax compliance and this process can take up to an additional 30 days for the award to be eligible for a refund. Non-Resident Alien students will be contacted via email with a login and password information the TDS system. This email may come from noreply@sprintax.com. The Payroll Office performs an analysis of the NRA information provided to identify whether or not the NRA qualifies for a tax treaty benefit. If you do not receive an email, please contact the Payroll Office directly at 757-221-2848.  
  • All other students: Note that this award may be subject to both federal and Virginia state taxes and/or may affect your tax liability. This letter (doc) outlines general treatment of scholarships and fellowships for tax purposes. Contact your tax adviser for possible implications; Charles Center staff members do not give tax advice.