MGAN Travel Awards

MGAN, through a grant from the National Science Foundation, offers a limited number of travel awards each year to support its mission:

  • MGAN GENI-ACT Training Workshop Travel Award
    is a grant for up to $1200 to cover a significant portion of the travel costs to attend a regional GENI-ACT Training workshop. Click here for an online application for an MGAN Travel Award. Contact Lori Scott ( once the application is submitted or if you have any questions. Awardees will be notified by email.

  • Conference Travel Award to Promote GENI-ACT (or IMG-ACT)
    is a grant for up to $1200 to cover a significant portion of the travel costs to attend a national conference in which the award recipient is promoting the use of IMG-ACT or GENI-ACT in either a poster or presentation. Contact Lori Scott ( for more information. Awardees will be notified by email.

  • MGAN Undergraduate Travel Award
    is a grant for up to $1300 to cover a significant portion of the travel costs for a student to attend a regional or national research conference where he/she will present the findings of a research experience that utilized the IMG-ACT or GENI-ACT toolkit. A maximum of 5 awards will be made each year of NSF support. Contact Lori Scott ( for more information.

    NOTE: Please read MGAN's Travel Reimbursement Policy (BELOW) before making any travel arrangements..

Reimbursement Form

Travel Expense Reimbursement Policy

It is the policy of MGAN to reimburse members of MGAN who travel on authorized network business or who incur other pre-authorized expenses on behalf of the network, as well as individuals who have received a MGAN Training Grant Award or Undergraduate Travel Grant Award.

Reimbursement Forms

Completion of The MGAN Reimbursement Form is required for expense reimbursement. A copy of this form may be downloaded below, or you can request it from the Network Office via email. All original receipts (no photocopies) MUST be included with the reimbursement form. Reimbursement forms and receipts must be submitted to the MGAN National Office within thirty days (30 days) from the date in which the expenses were incurred, otherwise expenses will not be eligible for reimbursement. Any expense that exceeds the grant or pre-authorized amount will be your responsibility.

  • Reimbursement form
  • Form and receipts should be mailed to:
    MGAN National Office
    Dr. Lori Scott
    Biology Dept.
    Augustana College
    Rock Island, IL 61201

Allowable Expenses for Reimbursement

  • Air-Travel - The awardee will make air-travel arrangements but flights must be booked on a US-based airline and in coach/economy class; reservations should be made as early as possible to take advantage of advance purchase discounts. If expanded leg room or other comfort features are desired, this must be approved in advance by the MGAN National Office. A travel award will support one piece of checked luggage.
  • Baggage Fees - Baggage fees imposed by the airlines that do not exceed weight and other established limitations are a reimbursable expense.
  • Train Travel - Travel by train should be booked and tickets purchased directly through Amtrak.
  • Meals - Reasonable costs for meals are reimbursable while traveling on pre- authorized MGAN business. Employees will not be reimbursed for the cost of alcoholic beverages. Please note that when submitting food receipts, an itemized bill needs to be included with your food receipt. If an itemized receipt is not received, we will not be able to reimburse the expense.
  • Entertainment - In general, entertainment expenses are not reimbursable. Any unusual circumstances should be pre-authorized.
  • Lodging - The cost of extras and/or entertainment (e.g. pay-per-view movies, Wireless or Internet access, laundry service, and tips are not covered).
  • Public Transportation - The cost of intra- and inter-city travel expenses are reimbursable. For special events, the MGAN National Office will communicate acceptable dollar limits on an event by event basis.
  • Use of Personal Automobile - If a member is authorized to use a personal auto for MGAN business, the employee will be reimbursed based on mileage. Reimbursement will be at the rate established each year by the IRS for business travel expense reporting. The current rate, effective January 1, 2010 is 24 cents per mile.
  • Use of a Rental Car - The cost of a rental car will be reimbursed. A request should be made for a compact or mid-sized car whenever possible. If there are a number of individuals traveling together, a larger car is acceptable.
  • Conference Registration Fees - If pre-approved, a portion of the conference registration fee may be reimbursed to a MGAN member attending a conference to promote the network or to students receiving an Undergraduate Travel Award. Please consult the national office prior to registration for more information.

Travel Cancelation Policy

MGAN cannot reimburse incurred travel expenses should the travel award recipient be unable to attend the anticipated event. Only those award recipients who attend the event for which an award is granted will be reimbursed as described above in the section "Travel Expense Reimbursement Policy."

Travel grant recipients should acknowledge MGAN support by including one of these two phrases in publications, posters and presentations:

  • If you attended a regional IMG-ACT or GENI-ACT workshop: "The Microbial Genome Annotation Network (funded by NSF DBI 0954829) provided travel support and training in the use of the DOE-JGI's IMG-ACT platform" or "The Microbial Genome Annotation Network (funded by NSF DBI 0954829) provided travel support and training in the use of the GENI-ACT platform"
  • If you attended the National IMG-ACT workshop in Walnut Creek (CA): "The Microbial Genome Annotation Network (funded by NSF DBI 0954829) provided travel support to attend the National DOE-JGI IMG-ACT Training Workshop"