Framework Fellows Instructions Page: Research/Travel/Paperwork Preparation
Please review this webpage carefully to understand all of your responsibilities:
Pre-Travel
Please note that registration and travel forms must all be completed and saved as [your name] + the travel form name. These forms must be sent electronically to ghframe@mail.med.upenn.edu as email attachments. In addition, you must deliver signed hard copies to Jen Levy in 1007 Blockley. Contact Jen to schedule a time for this: Jen Levy/215-898-0848. We recommend that you complete and the required forms by April 30, 2009.
- Checklist (print out immediately to guide you through the process)
- Registration Form (review registration checklist right away; includes:)
- travel medicine consultation
- getting vaccinated, as advised
- obtaining prophylactic medications, as advised
- visit to GHP website Travel Page (review thoroughly, including International ISOS information)
- Travel Advance Documents
- W-9
- Request for Travel Funds -- India
- C-7 Travel Advance Request
- C1 Travel & Entertainment Reimbursement*
(complete only section highlighted in blue; disregard vendor #)
- International SOS
- Registration Form (review registration checklist right away; includes:)
Within six weeks of submitting all your paperwork, you should have a check in hand. Per the "Request for Travel Funds" (RTF) form (see above), this check has several components, each of which is handled differently:
Airfare/Rail: The travel money can be used for round-trip airfare, ground transportation to and from airports, and to and from actual work site. Receipts and original boarding passes are required. Unused funds (based on the amount budgeted on the RTF) are to be returned when you reconcile your travel advance upon return to Penn.
Travel-Related Immunizations and Prophylactic Medications: The funds budgeted on the RTF can be used for your travel medicine consultation, and any vaccinations, medications, or products recommended/required as a result of that consultation. If your site mentor indicates that you need particular supplies for the sake of your health (e.g. mosquito net), this too can be purchased from this allowance. As with the airfare/rail allowance, unused funds (anything not backed up by receipts) are to be returned when you reconcile your travel advance.
Per Diem (Room/Board/Miscellaneous): These funds are yours to use however you choose. No receipts will be required and unused funds do not have to be returned.
Travel Arrangements
The Framework Program is providing you with limited funds, intended for RT airfare to the principal research site; you should seek the most economical fare possible, without building in side trips. Some travel sites to try include:
Evaluation Form
Complete the student section of the Evaluation Form, print and present to host country mentor at appropriate time after your arrival.
During Travel
- Save all original tickets, boarding passes, and receipts
- Keep notes to create site handbook -- individually or as a group -- for annual updating
- Keep notes on research activity to write report
- Ask site mentor to complete Evaluation Form for you
Upon Return from Travel
- Reconcile travel advance (within two weeks of return)
- Site Handbook (submit within one month of return)
The site handbook should be a logistical tool for future participants. It would be helpful to prepare this as a group effort and include information and useful URLs covering information such as:- language/food/customs
- climate/dress
- transportation
- housing
- work hours
- other information you think future participants would find helpful
- Complete questionnaire (submit within one week of return)
- Evaluation form (see above; submit within one week of return)
- Research Report (submit within one month of return)
There are no rigid guidelines but the report should have the following characteristics:- 5 to 8 pages in length
- NOT for publication
- it should summarize:
- background of the research project
- objectives of the research project
- research plan
- description of data collected
- conclusions/impressions of data/results/analysis at the end of your participation
Last updated: June 9, 2009
