Fostering Collaboration
IBRA is committed to supporting the development of collaborative research opportunities through travel grants for helping Scholars identify their mentors in the UK, funding advanced training opportunities, and supporting events for the exchange of ideas with emerging and established leaders from across the globe. These activities play a vital role in empowering the next generation of researchers, fostering innovation, and contributing to the advancement of knowledge across multiple domains in biomedical research.
Mentor Match Program
The selection of a committed and collaborative mentor for students pursuing their Ph.D. in biomedical research is integral to their success in the NIH Oxford-Cambridge Scholars Program. IBRA enthusiastically supports this by providing a Mentor Match Travel Award for the distinct purpose of reimbursing students who have accepted admission for expenses incurred. These Mentor Match Travel Awards are for the distinct purpose of selecting a Ph.D. mentor at either the University of Oxford or Cambridge in the United Kingdom.
Award Guidelines
– Applications for IBRA Mentor Match Travel Awards must be submitted by May 1, 2024. Applications will be reviewed and awarded on a rolling basis, typically within 7 business days from submission. Awards are limited in number so applying early is encouraged.
– Travel should encompass a maximum of 7 days/6 nights and must be completed by May 31, 2024.
– The maximum IBRA Mentor Match Travel Award available is $1,000 per student.
Please complete the form below after reviewing the Policy for this program.
Policy
The International Biomedical Research Alliance (IBRA) utilizes an accountable plan that follows the Internal Revenue Service (IRS) regulations for reimbursing students who have accepted their offer of admission to the NIH Oxford-Cambridge Scholars Program in which reimbursement is not counted as income and therefore not subject to withholding taxes, 1099, or W-2 reporting.
Therefore, the following conditions must be met to receive reimbursement for the mentor match travel:
– Travel reimbursement must be for mentor matching for students who have accepted their offer of admission to the NIH Oxford-Cambridge Scholars Program and will be starting their Ph.D. in 2024.
– Travel reimbursement is not considered a form of compensation for work performed.
– Travel reimbursement expenses include transportation, lodging, and meals.
– Travel reimbursement must be accurately reported and include supporting documentation as outlined in this policy and procedure.
– Upon completion of their travel, students are required to file one completed request for reimbursement along with PDF copies of all related itemized receipts. NO REIMBURSEMENT WILL BE MADE WITHOUT A RECEIPT.
– Cancellations: If the student made travel arrangements that are later canceled due to a travel ban issued by a recognized United States government agency, they will be reimbursed for any expenses incurred before the travel ban. Should a medical emergency arise that prevents travel, documentation of the same must be submitted for reimbursement to be considered. Note: failure to confirm a meeting date/time with a potential mentor, change in personal plans, change in academic requirements at the student’s present institution, and so on will not be considered for reimbursement. Similarly, should the student decide to withdraw their acceptance to the program for any reason, no reimbursement will be granted. In all of these cases, the student is responsible for pursuing refunds or preventing potential charges.
Qualifying Expenses
Transportation
Travel by airplane, train, bus, or car between your home and the University. If you were provided with a free ticket or you are riding free as a result of frequent flyer miles, rewards, or similar programs you cannot submit this expense for reimbursement. Travel must be economy class unless a request for an exception is made and granted.
Taxi, bus, car service
Fares for these and other types of transportation that take you between the airport, station, your place of lodging, or the university where your mentor match meetings will occur.
Baggage
Checked baggage fee for one checked bag if applicable.
Lodging and meals
Your lodging and meals for the duration of your travel. Meals include amounts spent for food, non-alcoholic beverages, taxes, and tips (up to 20%). N.B. Tipping is not customary in the UK.
Colleges at each university may offer short-term accommodations based upon availability, so we recommend contacting the accommodation staff at a college you may be considering.
Other
Other similar ordinary and necessary expenses related to your Mentor Match travel. Please reach out for any qualifications.
If you have a disability or have specific requirements related to your travel and accommodations, we would be happy to help you with these details. Please do not hesitate to reach out to us for assistance.
Note: You must secure and submit all accompanying receipts within 30 days of travel to be reimbursed.