CIES administers the Specialist grant upon notification that a project has received final approval from ECA and the Fulbright Commission or U.S. Embassy have confirmed the selected Specialist as a grantee. Grants administration occurs on a rolling basis. The steps completed by a Specialist grantee are provided below.
The grantee receives a grant packet from firstname.lastname@example.org that contains a congratulatory letter, an overview of the project, the terms and conditions of the grant and instructions for accessing the Grantee Web page.
The grantee visits the ‘Grantee Login’ section 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 regulations, for the dates of the grant. This step is usually completed between two to six months prior to the grant start date. Postponement of the grant dates must receive approval from the host institution and the country’s Fulbright office
The grantee submits the travel advance budget form with the agreed-upon grant dates to CIES, as well as the two airfare quotes. Travel budgets may be submitted to CIES via fax or email.
The grantee receives an email from CIES advising of the approved travel advance amount and permission to purchase air tickets.
The grantee receives the grant authorization document as an email PDF attachment from CIES, prints it, signs the authorization and returns it to CIES via fax.
Once CIES receives the countersigned grant authorization, a travel advance check is prepared and sent to the grantee from CIES’ office in New York (the return address is the Institute for International Education, the parent organization of CIES).
The grantee completes the grant as planned or informs CIES of any changes.
The grantee returns to the United States and submits the Grantee Final Report via the online final report system.
The grantee submits the Travel Expense Report along with an official receipt for airfare and any other receipts for approved reimbursable expenses via post. The Travel Expense Report may be found on the Grantee Web page.
Once the completed Final Report and Travel Expense Report are received, expenses are reconciled by CIES and an amended grant authorization is prepared, if necessary, and sent with the final check from CIES’ office in New York. The amended grant authorization does not need to be returned to CIES.
Duration of Grant
The program will award grants ranging from two to six weeks and will make use of serial grants if deemed necessary. The grant period for a project is determined by the host institution and includes travel days to and from the host institution as well as weekends.
Terms of Grant
Grant benefits include international economy fare travel and approved related expenses plus a $200 per day honorarium. The honorarium is payable upon completion of the grant and submission of an online final report and travel expense report. Host institutions normally cover in-country per diem costs for lodging, meals and transportation.