The grantee receives a grant packet from CIES that contains a congratulatory letter, an overview of the project, the terms and conditions of the grant, and instructions for accessing the Grantee Information webpage.
The grantee visits the Grantee Information webpage as per the instructions, reviews the materials which includes the “Preparing to Go” document. This document contains instructions for filling out the travel advance budget form.
The grantee confirms the grant dates for the approved grant period with the host institution and obtains two quotes for travel, in compliance with Fly America Act regulations, for the dates of the grant. This step is usually completed between two to six months prior to the grant start date. Please note that the grant must begin within twelve months from the originally approved start date. Postponement of the grant must receive approval from the host institution, the country’s Fulbright office, and the U.S. Department of State.
The grantee emails the travel advance budget form with the agreed-upon grant dates and two airfare itineraries to CIES.
CIES emails the grantee advising of the approved travel advance amount and permission to purchase compliant air tickets. CIES cannot reimburse grantees for airfare that is not compliant with Fly America Act regulations.
The grantee receives the grant authorization document as an email PDF attachment from CIES, prints it, signs the authorization, and returns it to CIES as a scanned email attachment. Once CIES receives the countersigned grant authorization, CIES will initiate an electronic funds transfer in the amount of the travel advance to be deposited in the grantee’s bank account.
CIES will send the grantee an identification card for the U.S. Department of State’s Accident and Sickness Program for Exchanges (ASPE).
The grantee completes the grant as planned or informs CIES of any changes.