University of Wisconsin-Madison
Latin American, Caribbean and Iberian Studies Program

Short-Term Nave Faculty Research Grant

Download the Instructions for Application in PDF format. Adobe Reader may be required on some platforms.

This category is difficult to fund, given the squeeze on the Nave Fund. Always check first with the LACIS office to see if there is money budgeted for this grant. For faculty or academic staff whose rank renders them ineligible for funding by the Tinker-Nave Summer Field Grant Program, or whose projects are inappropriate for the Graduate School competitions, the Nave Committee will, funds permitting, consider short-term research assistance for travel to Latin America or the Iberian peninsula. Round-trip airfare and a 30-day per diem are the maximum allotment available. Proposals are reviewed directly by the Nave Committee. Consult with the LACIS office if you need advice.

Instructions for Application

Applicability

Faculty may apply for travel costs, per diem expenses and other essential research expenses (land travel, excess baggage, etc.) in connection with field research in or about Latin America, the Caribbean, Spain or Portugal. No salary funds are available. Faculty receiving grants will be eligible to reapply only after the passage of two years.

Application Form and Budget Preparation

PDF versions of forms and other information are also available from the Latin American, Caribbean and Iberian Studies Program (LACIS) online. Completed applications should be returned, in ten copies, to LACIS for presentation to the Nave Committee.

The budget should be calculated using the following criteria:

1. Air transportation will be awarded at the lowest APEX rate. Faculty should attempt to obtain the lowest fares by submitting applications well in advance. The travel agent consulted should be asked to estimate the airfare based on the proposed travel dates rather than current rates. Inaccurate airfare estimates greatly slow the process of paying travel agencies and processing other grant-related paperwork. (See also 5. below for details on payments to vendors.)
2. Ground transportation and other incidental travel costs (buses, trains, etc.) should be estimated and grouped as a separate travel item in the budget.
3. Per diem for expenses during time spent in Latin America, the Caribbean, Spain or Portugal are paid at the current rate set by the UW-Madison for Madison, for a maximum of thirty days. In exceptional circumstances, a higher rate can be paid if the applicant can justify the request in the application. Details on the current Madison rates are available from department staff responsible for travel or from Latin American, Caribbean and Iberian Studies.
4. Other research expenses may be requested if they are detailed by category in the budget and explained and justified in the application.
5. Complementary funding: A Nave Faculty Research grant may be combined with funding from campus or outside sources. Therefore, complementary university funding can be used for the Nave project as long as there is overall compliance with University Travel Regulations and all expenses are itemized on an official travel expense report. See section 5 below on reporting responsibilities.

Funding Caps and Graduate School Support

Because of tight funding, the Nave Committee can only approve a very modest number of requests and must cap maximum amounts at a modest level (no more than $2,500 total). The Nave Committee will also need explanation of why it would not be appropriate or possible to fund the research through a Graduate School summer salary or research award. Please note that junior faculty are eligible to apply for Tinker-Nave Field Research Grants. Graduate School or Tinker-Nave awards should be unavailable or inapplicable, if a person is applying for a Nave Faculty Research Grant.

Notification of Grant

Official notification will be sent from the L&S Dean's office in a letter containing information on the fund-account numbers to be used for processing expenses. The Nave Professorship Bequest is held by the University of Wisconsin Foundation, which disburses grant funds to the Office of Research Administration after a transmittal form is processed.

Paperwork and Reporting Responsibilities

Because Nave faculty research grants are administered by the University, they are subject to all University regulations, including those governing employee travel. The LACIS Director or Associate Director acts as the Principal Investigator for most Nave grants, and so all paperwork must be channeled through the Program office for signatures. The Program monitors spending and receives accounting control ledger sheets for all faculty research grants. It is the responsibility of the faculty member to initiate travel requests and reports and to stay within the original budget. Additional expenses cannot be covered without specific approval from the Nave Committee, and a separate request and justification must be presented to obtain that approval.

Faculty preparing to travel abroad should familiarize themselves with University Travel Regulations. These are revised periodically and presented in booklet form for use by all travelers. They are available from the department office. Department staff responsible for faculty travel should be consulted regarding the forms required. In general, they include:

1. Travel agency invoices. Airfares can be paid directly to the travel agent. When making reservations, have the travel agent send the invoice to Latin American, Caribbean and Iberian Studies, 209 Ingraham Hall, UW-Madison, Madison, WI 53706. It takes two weeks to process the invoice for payment, and these bills can no longer be "walked through" for quick payment. Faculty can also pay the airfare and submit the ticket stub for reimbursement after returning to Madison.
2. Request for Travel Advance. A travel advance can provide up to 80% of the total grant, or the amount of expenses to be paid by the traveler if airfare is billed directly. The request should be initiated by the traveler three to four weeks before departure and routed through the LACIS.
3. Travel Expense Report (TER). This form is filed after returning, and it consists of a detailed accounting of all expenses for which the traveler wishes reimbursement. There are established maxima for meals and lodging and regulations governing claims of every type. With the exception of meals and taxis, receipts are needed to support all expenses. Airline ticket stubs must be attached to the TER regardless of the method of payment. The traveler must also keep an accounting of currency exchange rates and note these on the TER. The guidelines for preparing the TER are complicated, and faculty are encouraged to seek the help of department staff experienced in submitting these reports. The report should be prepared by the department staff or traveler and routed through LACIS. Faculty retain the green copy of the TER for their personal files.

All questions regarding the programs supported by the Nave Fund can be directed to the Latin American, Caribbean and Iberian Studies Program Director or staff. See the How to Contact LACIS page for contact information.