PrincetonUniversity DepartmentofHistory FundingProposalGuidelines

TheDepartmentofHistoryrequiresyoutoprepareandsubmitafundingproposaltotheGraduate ProgramAdministrator(ReaganMaraghy,reaganc@princeton.edu)andtheFinancialOfficer(Professor EmmanuelKreike,kreike@princeton.edu)forthefollowingtypesofgraduatestudentfunding:

PreDissertationResearchFunding LanguageTraining DissertationResearchFunding

StudentsmustbeenrolledinYears1through5toqualifyforthetypesoffundinglisted above.

DeadlineforSubmission

YouneedtosubmityourfundingproposaltoReaganMaraghyandProfessorEmmanuelKreikeTWO monthsPRIORtothemonthinwhichyouwouldliketoreceiveyourfunding.Approveddepartmental fundingforresearchandenrolledstudentlanguagetrainingisnormallydisbursedthroughyourstipend check.Therefore,ifyouwouldliketoreceivedepartmentalfundinginyourstipendattheendofJune, youwouldneedtosubmityourfundingproposalinApril.Inyourproposal,itisimportanttospecifythe monthlystipendcheckinwhichyouwouldliketoreceivethefunding(i.e.Ihopetoreceivethis departmentalfunding,ifapproved,throughmystipendattheendofJuly2009.) Ifyourtripcarriesfromoneyearintothenext,theDepartmentwilldisburseaportionofyourfunding duringoneyear(tocoverthatyearsprojectedexpenses)andtheremainingamountofyourfundingin thefollowingyear(tocovertheexpensesassociatedwiththefollowingyear.) Importantnote:youneedtosubmityourproposalandreceiveapprovalforitBEFOREyoucanleave foryourtrip. PleasekeepinmindthattheDecemberstipendpaymentwillbereceivedoneitherthe19thor20thday ofthemonthratherthanthetypicallastbusinessdayofthemonth.

 CreatingaFundingProposal:TheNecessaryComponents
Pleaseprovidethefollowinginformationinyourfundingproposal

Introduction
Provideyourname,enrollmentyear,andpreGenerals/postGeneralsstatus Indicateanyothertypesofdepartmentalfundingthatyouhavereceivedduringyourenrollment

DescriptionofFundingRequest
Describethepurposeofyourrequest Explainhowtheproject/programrelatestoyourfocusofstudyandyourdissertation Project/ProgramDetails Describethespecificdetailsoftheproject/programthelocation,length,dates,andresultsexpected

NarrativeExplanationofyouritemizedbudget
Priortooutliningyourprojectedexpensesinanitemizedbudget,pleaseprovidethisinformation: o howyoudeterminedtheprojectedexpenses o otherfundingsourcestowhichyouveapplied o sourcesofsupportthatyouhavereceivedfortheproject/program o yourmonthlystipendamountandthestipendamountthatyouareabletocontribute towardsthetrip o thestipendinwhichyouhopetoreceivetheapprovedfunding(i.e.July2009stipend)

ItemizedBudget(tableorspreadsheet)seeSampleonpage4
Inyouritemizedbudget,plotallofyourprojectedexpensesbycategory(i.e.transportation, accommodation,etc.)and,ifapplicable,byeachspecificlocation. Inaprimarycolumn,designateallrelevantamountsinthecurrencyofthecountrythatyouwillvisit.In asecondarycolumn,converttheseamountsintoU.S.dollarsbasedontheexchangerateatthetimeyou createyourbudget(useoanda.com).Clearlyidentifytheexchangerateusedtodeterminethis conversion. Youarerequiredtoindicatehowmuchofyourstipendwillbeusedtocovertheexpensesoutlinedin youritemizedbudget.Belowyouritemizedexpenses,factorinyourstipendcontributiontowardsthe costofyourtrip.Dothisbysubtractingyourstipendcontributionfromthetotalexpenseamount. IfyouhavereceivedfundingfromCommonApplicationfundingsourcessuchasPIIRS,youalsoneedto indicatetheamountreceivedatthebottomofyouritemizedbudgetandsubtractthisfromtheoverall amountoffundingthatyouarerequestingfromthedepartment. Afteryouhavesubtractedyourstipendcontributionandothersourcesoffundingthatyouhave received,calculatethetotalamountoffundingthatyouarerequestingfromtheDepartment.

SpecialConsiderations
ShortTermTrips
ForstudentswhowillcontinuetopayforrentandutilitiesinthePrincetonarea:
Whileyouareexpectedtocontributepartofyourstipendtowardsthecostofyourresearch/language program,weunderstandthatyouwillalsoneedtouseyourstipendtocoveryourrentandutilitiesin thePrincetonarea.Inthenarrativeportionofyourproposal,pleasespecifytheamountthatyouwillbe payingtowardsrentandutilitiesofalocalresidence.

LongTermTrips
Forstudentswhowillgoinabsentiaforresearchand/orlanguagetraining duringthe academicyearandwillNOTpayforrentandutilitiesinthePrincetonarea:
Pleasenotethatyouareexpectedtousemostofyourstipendtowardsthecostofyourtrip.Because studentsinabsentiaareexpectedtogiveuporsubletlocalapartmentsduringtheterm(s)awayfrom Princeton,thestipendwillcoverfoodandpersonalexpenses,alongwithasignificantportionofthe lodgingandutilitieswhilelivingelsewhere.

Photocopying,Microfilm,andotherResearchrelatedReproductions
Youarepermittedtoincludereasonablephotocopyingandresearchrelatedreproductioncostsinyour fundingproposaltotheDepartment.

FundingLimitations
Afteryourfundingproposalhasbeenapproved,youwillnotbeabletorequestadditionalfundingfrom theDepartmentforthesamepurpose.Therefore,ifyoureceive$1000fromtheDepartmentforyour predissertationresearchtrip,youwillnotbeabletorequestadditionalmoneyforyourpredissertation tripatanypointinthefuture. TheDepartmentwillnotcoverthecostoffood.Pleaseoutlineyourprojectedfoodexpensesinyour itemizedbudgetbutknowthatthesewillhavetobecoveredbytheportionofexpensesthatcomeout ofyourstipend.DonotsubmitfoodreceiptstotheDepartmentaspartofyourtravelaccounting documentationwhenyoureturn. TheDepartmentwillnotcoverthecostofbooks. Ifincurred,wiretransferfeeswillbecoveredbyyourstipend. FlightchangefeescannotbecoveredbytheDepartment. Visafeeswillbepaidbytheindividualsstipend.

GoingInAbsentia
Beforeyouleavecampusforanupcomingacademictermoryear,youneedtocompletethe InAbsentiaformandobtainsignaturesfromtheDirectorofGraduateStudiesandyouradvisorin supportofyourresearch/studyabroad.Thisformisavailablethroughthegraduatesectionofthe HistoryDepartmentswebsiteunderEnrolledStudentForms.Pleaseprint,complete,andreturnthis formtoReaganMaraghybeforeyouleave.Sheneedsacopyforyourdepartmentalfileandwillsend theoriginaltoTheGraduateSchoolonyourbehalf.WhencompletingtheInAbsentiaform,youcan requestInAbsentiastatustobeginonJuly1,September1,orFebruary1.Thesearethecanonical timeswhengraduatestudentstatuschangesbecomeeffective.

SampleItemizedBudget
DatesofSummerPreDissertationResearchTrip:July1August31,2009 ExchangerateasofApril7,20091Euro(EUR)=1.35USDollar(USD) (usingOanda.com) Euros Transportation Roundtriptraintoairport(PrincetonNewark) Roundtripairfare(NewarkParis) Roundtripshuttletoairport(Paris) 20EUR ParisMetrocard(CarteDOrange) 140EUR 3dayrailpassfromParistoPronne 205EUR

USDollars

$30 $1230 $27 $189 $277

Accommodation Paris,studentrental(2monthsat475/month) 950EUR $1,282 Laundry/SafeCharges 40EUR $54 ResearchExpenses LibraryPhotocopying/Duplicationcharges $250 Food(tocomeoutofmystipendcontribution) 26Euros/day(62days) 1612EUR $2,176 TOTALCOSTS $5515 Lesspersonalstipendcontributionfortwomonths($1236/monthx2=$2472)$2472 LessPIIRSpredissertationgrant($1,000) $1000

TotalamountrequestedfromHistoryDepartment
4

$2,043

TravelAccountingProcedures
Keepalloriginalreceipts,itineraries,andboardingpassesintheenvelopeyoureceivefromthe GraduateProgramAdministrator. ForeignreceiptsmusthaveEnglishcaptionattopstatingwhatthereceiptisfor.(i.e.ifyouhave areceiptinChineseforabustrip,youmustwritebusatthetopofthereceipt.) Keepatraveldiary,showingwhereyoutraveled,whatthereceiptsarefor,andtheamount. ThiswillmakeiteasiertofigureouttheaccountingwhenyoureturntoPrinceton.Itis recommendedthatyoukeepyourreceiptsinspecificcategories. Turninonlythosereceiptsthatpertaintotheportionofthefundingthatwasgiventoyouby theHistoryDepartment.Forexample,ifyourequestedandreceived$3,200fromtheHistory Department,thenyoushouldonlyturninapprovedHistoryDepartmentreceiptsthattotalthat amount,orascloselyaspossible,butnotlessthantheapprovedamount. TheDepartmentwillnotpayforflightchangefees. TheDepartmentwillnotpayforwiretransferfees.Thesewillbepaidforoutofyourstipend. TheDepartmentwillnotpayforyourmeals.Thesewillbepaidforoutofyourstipend. UseOANDA.comtoconvertforeignreceiptsintoU.S.dollars.Therearetwooptions,youcan clickonFXConverterandconvertindividualreceipts,ifyouonlyhaveafewreceipts;oryoucan clickonFXHistoryandlistthetimeperiodthatcoversyourreceiptsandgettheaverageforthat timeperiod.Youwouldthenbatchyourreceiptsintocategories:Trains,taxis,buses,airfare, lodging,etc.Totaleachcategoryandconvertthetotal.Youwillthenneedtolistonaseparate pieceofpaper,eachcategorywiththeforeigntotalandtheconvertedU.S.total. Afteryourfundingproposalhasbeenapproved,youwillnotbeabletorequestadditional fundingfromtheDepartmentforthesamepurpose. Receiptsmustbeturnedinwithintwoweeksofconcludingyourtrip.Forsummer research/languagetraining,youmustturntheminnolaterthanOctober15th.

SAMPLE
SummaryofExpensesforSummerResearch

SAMPLE

*NOTE:ExchangerateforJuly2,2009throughAugust31,2009:1.35 DATE 6/30/2009 6/30/2009 7/1/2009 7/1/2009 7/2/2009 7/15/2009 7/30/2009 7/30/2009 7/30/2009 7/31/2009 8/1/2009 8/1/2009 8/1/2009 8/2/2009 8/30/2009 8/31/2009 Expense TrainPrinceton/EWRRT AirfareEWR/Madrid TaxifromAirport ApartmentRentMadrid1mo. MetrowithinMadrid(30@1Euro/ea.) BustoelEscorial(6@3.5Euro/ea) CopiesatEscorial MicrofilmatBibliotecaNacional CopiesatBibliotecaNacional TaxitoAirport AirfareMadrid/Rome TaxifromAirport ApartmentRentRome1mo. BuswithinRome(24@1Euro/ea.) CopiesAGOP(SantaSabina) TaxitoAirport TotalExpenses Amount(Euros) Amount(USD) $28.00 $1,075.00 $33.08 $1,104.00 $40.50 $28.35 $31.05 $42.48 $50.97 $33.08 $ 195.00 $21.60 $1,704.00 $32.40 $57.38 $23.63 *(or) Exchange

24.50 800.00 30.00 21.00 23.00 31.46 37.75 24.50 16.00 1,200.00 24.00 42.50 17.50

1.38

1.42

2,292.21 $4,500.52

*Youhavetheoptionoffindingthemedianexchangerateforthetimeperiod, lookingupeachindividualtransactionontheexactdateofthepurchaseandlistingit inthecolumnnexttotheamount,oracombinationofthetwo,asshowninthesampleabove. TheUniversityrecommendedsiteforconversionsisOANDA.com.