Dean Rusk Travel Grant Budget Guidelines

To be considered for the Dean Rusk Grant, each applicant must submit a proposed budget. Below you will find specific guidelines towards your budget proposal in addition to the budget spreadsheet template. 

Your itemized budget should be honest, thorough, and well-researched. Ensure to convert all currency to U.S. Dollars (USD).

SAMPLE Budget Template

Grant-Eligible Expenses

Estimated Cost in U.S. Dollars

Comments (Required)
Roundtrip Airfare $1,800

NYC-London-NYC: $1,000

nonrefundable ticket
Accommodation $1,500  
Ground Transportation (To and from airport & daily public transportation) $500 Tube: $1,000 @ $4/ride X 2 rides/day X 25 days
Meals  $560  
Other Projects or Program-Related Expenses (please itemize in comments - may include museums, libraries, etc.) $65

Museum of Cultural Arts = $21.50 

Museum of Natural History = $15.89

Cultural Center: $9.68 

Indigenous Peoples Museum: $17.62

(all taxes included)
Total Grant-Eligible Expenses $4,425  
Other Grants & Scholarships Awarded (list in comments) $1,050

Chaplain’s Grant = $250

Alvarez Grant = $200

Abernethy Grant = $600
Total Amount Requested $3,375  

Covered & Non-Covered Costs

When in doubt, ask! We are here to answer any questions you may have.

Covered Costs

  • Roundtrip Airfare (non-refundable allowed) 
  • Lodging/Accommodations
  • Ground Transportation (to and from airport & daily public transportation)
  • Meals 
  • Visa Fees 
  • Complimentary International Emergency Health Insurance through EIIA ** 

** Although Davidson College provides complimentary international medical insurance through EIIA for students traveling for college related purposes, the Dean Rusk grant does not cover additional medical insurance. Please visit the EIIA website (scroll down to the Important Documents Section) to review coverage, the claims process, important documents, and available resources. EIIA covers travel delays and interruptions in addition to medical treatment.

Non-Covered Costs

  • Incidental Personal Expenses (medications, doctor visits, clothing, gear, supplies, laundry, textbooks etc.)
  • Program Fees
  • Gym Memberships 
  • Passports
  • Electronics (data plans, eSIM, outlet converters, cameras, cell phone, etc.) 
  • WiFi
  • Gifts/Gratuities (tips, etc.) 
  • Leisure activities that are not related to the project (museum visits, tourist attractions, movie theater, etc.) 
  • Car Rentals
  • Gift Cards
  • Vaccines 
  • COVID-19 Related Expenses (COVID testing, quarantine hotel, etc.)
  • Airline miles may not be used to purchase flight tickets for travel.  
  • Purchasing any food, lodging, or other expenses for another individual (even another Davidson student with a Dean Rusk grant) 
  • Supplemental travel insurance if desired beyond college-provided emergency travel insurance
  • Items that were not specified in your proposed budget.

Budget FAQs

Is it necessary to write comments on the budget template?

Although it is optional to write comments, it is strongly encouraged to be as detailed as possible. For example, if you are receiving other grants/scholarships for this project, it will be helpful for the IEC to know why you are requesting specific funds. It is also encouraged to name all project or program related expenses such as museum visits with their estimated costs. This will ensure you request the necessary funds for your project. 

What if I didn't use all of my Dean Rusk grant award?

You are expected to keep a log of all your expenses as well as receipts during your travels.. The log/receipts are due upon your trip return. Any unused funds MUST be returned to the Dean Rusk office. Failure to do so will forfeiture your entire grant and you will be expected to return your grant in its entirety.

What if I spend more than the grant I was awarded by Dean Rusk?

If you spend more money than you were awarded, you are expected to pay the difference at your own expense. 

Does Dean Rusk cover passport fees?

If you are a current Davidson student and require assistance in paying passport application fees, either for a first-time passport or to renew a passport that is expiring, you may submit an application to the Porter Passport Fund.  Thanks to the generous support of Mary Margaret Porter '98, this fund provides grants to help cover the fees associated with passport applications.

This fund is managed by the Office of Education Abroad & Away.  Please contact an OEAA advisor with any questions, or email edabroad@davidson.edu