Small Travel Grant Program

Faculty and students from NMC partner universities (NMSU, NMT and UNM) may apply for a small domestic travel grant for the development of collaborative research and education programs to build collaborations with LANL and other institutions within the partnership.

NMC small travel awards can cover cost of mileage, rental car plus gas, public transportation costs,  hotels at federal government rates, and lodging. The NMC does not reimburse the cost of meals or pay a meal per diem. All travel costs are reimbursed per federal government policies; receipts are required for all expenses except for mileage: see NMC Travel Guidelines for more details.

All costs on NMC travel awards are paid by the NMC to the vender or reimbursed to the traveler. No funds will be sent to individuals' institutions.

Award Size: Up to $3000.

Deadlines: There are no deadlines.  Requests are reviewed as received.

Request Submission: Travel grant requests may be submitted in the form below.

Reporting: A brief report on the outcomes of the funded activity will be required upon the completion of travel. Attach your report to your Travel Reimbursement Request

Such as: Faculty, Graduate Student, Undergraduate Student, etc.
Such as personally owned vehicle (POV), airfare, rental car, parking fee, etc. See NMC Travel Guidelines (found at for allowable expenses. Note that receipts from websites such as Expedia cannot be accepted; receipts from airline, car rental company, and hotel are required.
Enter estimated mileage.
Please write any comments or questions you have here. Thanks.

Other Reimbursement

The NMC reimburses employees for appropriate and necessary work related expenses, including materials and supplies (i.e., books, software) and services (i.e., copying, internet charges). Reimbursement request must be approved by employee’s supervisor before the purchase is made. The supervisor approves the request via email to the employee, which has to be attached to the reimbursement request. Reimbursement requests for unapproved purchases may not be honored. In this case, the employee may be responsible for the expense.
Requestor's last name.
Indicate who will receive the payment if it is not the person submitting the form.
Enter the title of the project you work on at NMC and the name of the project PI. Enter N/A if you don't work on any project at NMC.
Name of organization funding this project or activity.
Check if you are requesting reimbursement for moving expenses. Reasonable moving expenses may be reimbursed for new employees who (i) are not returning to a home in Los Alamos or the area, (ii) have an appointment at NMC for a minimum of 12 months. See the NMC Employee Manual for more details. Note: relocation expenses are taxable and reimbursement will be included in your next paycheck.
If you requested payment by check, please provide the address where you would like to receive the check.
Supported formats are doc, docx, pdf.
Supported formats are doc, docx, pdf.
Supported formats are doc, docx, pdf.
Supported formats are doc, docx, pdf.
Supported formats are doc, docx, pdf.

Library Access

NMC Researchers have varying access to LANL and UNM library facilities, depending on their affiliation.

LANL Library Access

Walk-in Access

The LANL library is open to the public.  NMC employees who are LANL badge holders may access the LANL library during normal business hours.

Online Access

LANL visiting researchers can access the LANL library online resources through the LANL library remote access interface. You need to request a cryptocard if you do not have one.  Most, but not all of LANL's online resources are available through this interface.

UNM Library Access 

University Libraries, MSC05 3020
1 University of new Mexico, Albuquerque, NM 87131


Walk-in Access

The UNM library in Albuquerque will allow NMC researchers to check out 10 books at a time and access UNM online resources at their location in Albuquerque.  You will need an introduction on NMC letter head signed by the Executive Director.  When you present this introduction at the circulation desk, you will get a community library access card and an online research card.

Online Access

UNM will extend affiliation to 10 NMC researchers at a time that allows online remote access to the UNM libraries. To apply for one of these slots, please e-mail the NMC Chief Operating Officer ( with the reason for your need.  We will give priority to researchers who will need frequent access.  We will also try to spread out the access among our programs so that at least one person in each group has access to UNM online resources.  Researchers with UNM on-line access will be quiered every 6 months to make sure they still need the access.  Given the limited number of slots, the privilege may be extended to another researcher with a greater need at that time.

NMC researchers can also access the library from the  UNM-Los Alamos branch library.  Any NMC researcher may visit the UNM-LA library with a letter of introduction and access UNM online resources from their Los Alamos location.  UNM is able to extend about 90% of its online subscriptions to its satellite campuses.

UNM-Los Alamos Library
4000 University Drive
Los Alamos, NM 87544
Tel. 505-661-0343


Travel Reimbursement Form

 Use this form to request reimbursement for travel related expenses and submit receipts and other supporting documentation.

 Receipts and the reimbursement request form must be submitted within 60 days after completion of travel.


NMC Research Administration Contact

Alicia Smith (LANL sponsored projects) or Ashley Middleton (all other projects) at or 505-412-4200.


NMC Travel Guidelines: Travel Guidelines


Prior Approval

Note: faculty and students from NMC partner universities (NMSU, NMT and UNM) awarded a small travel NMC grant for domestic travel do not need any additional approvals.

All travel must be approved in advance, see NMC Travel Guidelines for details. Reimbursement is subject to the constraints of the pre-approved travel. Attach your prior approvals to the reimbursement request.

All travel costs charged to Federal awards are reimbursed per sponsor's policy at Federal government rates: Any exceptions to Federal government rates must be approved in writing by NMC Research Administration prior to travel. Attach your pre-approvals to your reimbursement request.


Federal regulations require itemized receipts for flights, hotels and car rentals. For that reason, we do not recommend travelers supported by Federal funds use websites such as Expedia, Orbitz, or Priceline to play for flights, lodging or car rentals because these sites do not usually meet Federal requierments for reimbursement. Receipts provided by these websites often include fees that are not payable and insufficient details. Receipts from such websites can only be accepted for reimbursement if they are clearly itemized. NMC may disallow reimbursement if you do not provide a properly itemized receipt.



Receipts for hotels are required and must be from the hotel. Hotel costs are reimbursed at the Federal government rate. For current rates, go to Taxes on the base government rate are reimbursed. Internet use fees are reimbursed. Room rates in excess of government rate may be reimbursed with appropriate documentation and prior written approval of the NMC. Attach your prior approvals to your reimbursement request. Other hotel charges in excess of Federal government rates will not be reimbursed. Hotel costs are reimbursed after the travel and only with receipts.

Airfare: Receipts for airline tickets are required and must be from the airline. Airfare cost may be reimbursed upon booking.



Receipts for airline tickets are required and must be from the airline. Airfare cost may be reimbursed upon booking.


Other Public Transportation

Transportation by bus, train, or other public transportation modes is reimbursed at standard fares with receipts only. No receipts are required for public transportation expenses under &75.


Rental Car and Gas

Receipts must be from the rental car company. Receipts for gas for rental car are required (no matter the amount, all gas receipts for rental car must be provided for reimbursement). Insurance on car rentals is not reimbursed.



Mileage is reimbursed at the current applicable mileage rate established by the Internal Revenue Service (IRS). Privately Owned Vehicle (POV) Mileage Reimbursement Rates may be found at NMC reimburses for the distance between your home institution and the institution you are visiting unless other arrangements are described in the comments. We will calculate the distance for you. No receipts are required for mileage reimbursement.



Meals are reimbursed at the GSA M&IE per diem rate if allowed by your award and approved by the PI. No receipts are required to receive meal per diem.


Conference Fees 

Receipts are required.

Please list everything you are asking reimbursement for and any unusual circumstances in detail (changes in origin, destination, shared rides). Request reimbursement for conferences fees at
Enter the number of hotel nights you submit for reimbursement. Hotel expenses will be reimbursed at the government rate plus tax. Submit corresponding hotel receipts below. No reimbursement will be issued without receipts.
Please enter the type of transportation reimbursement you are requesting. Attach copies of corresponding tickets, receipts and other supporting documentation below. Check the appropriate box and explain your reimbursement request and the amount in the itinerary field. To calculate mileage we use the distance between your home institution and the activity location. No receipts required for mileage. Do not attach your own calculation of mileage.
NMC only reimburses per diem if it is allowed by your award and approved by the PI. In general, per diem is not reimbursed. We check the terms of each award to determine if per diem is allowed.
Provide for Direct Deposits.
Provide for Direct Deposits..
Provide for Direct Deposits.
Name as it appears on the account.
Mailing address for checks or recipient's address for international wires.
Required for international wires.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
The code is case sensitive

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