Student travel grants are available and will be opened for application submission after paper acceptance notifications are sent.

PURPOSE: To provide travel grant assistance to IEEE VTS Student Members that present high-ranking papers at VTS conferences.

AWARD: A travel grant with a maximum budget of $1,000 USD to help attend the conference to present an accepted paper.

ELIGIBILITY: Grantees must have a paper(s) selected for presentation at the conference, and

• The grantee must be an undergraduate or graduate student.
• The grantee must be an IEEE VTS member.
• The grantee must be the first author of the paper.
• The grantee must attend the conference and present the paper.
• The grantee may be a conference best paper winner.
• The grantee cannot have received a VTS student travel grant in the past 18 months.

APPLICATION SUBMISSION: Travel grant applications will be submitted and managed through the IEEE VTS conference paper management system, currently TrackChair. The applicant should include:

• Name, IEEE member number, and contact details of the applicant.
• Verification that the applicant is a VTS member.
• The relevant TrackChair paper tracking number, paper title, and list of authors.
• A letter from a university faculty member (usually the student’s academic supervisor) verifying their studentship and financial need for attending the conference.
• A travel budget.
• A pdf copy of the final paper.

All materials must be in English and submitted as a single PDF file. The submission link will be posted on this page after paper notifications are sent.

RESTRICTIONS: The travel grant is administered in reimbursement-mode. All travel expenses must comply with IEEE and VTS travel policies and reimbursement procedures. The reimbursement for travel expense itself will occur through the IEEE travel system (currently, the Concur system) as a travel expense reimbursement. The grantees must have an IEEE account and create a Concur account to receive their reimbursement of travel expenses.

Conference registration fees cannot be claimed as a travel expense.

The claim for travel expenses must be submitted no later than 3 weeks after the end of the conference.

DEADLINE: 16 April 2026

BASIS FOR JUDGING: The conference Technical Program Committee ranks the received travel grant applications based on their paper review score. The conference Awards Committee then selects winners from the ranked list of applicants using paper review scores and possibly other means, and allocates travel grants within their allotted budget.

PRESENTATION: Travel grants will be recognized at the conference during the conference award presentations, and each awardee will receive a travel grant certificate.

AWARD COMMITTEE: The student travel grants committee will be the Awards Committee associated with each individual VTS sponsored conference.

FUNDING: Supported by an IEEE VTS Endowment Fund.