Budget and Reimbursement Information
Each Scholar and Faculty Mentor team is allocated a budget for their project. This budget is determined by the application process and varies depending on the needs of the research or creative project. Scholars and their mentors are responsible for monitoring this budget and initiating any reimbursements. Project funds are distributed through departmental transfers or Travel and Expense reimbursement. We process reimbursements and department transfer requests. We do not order supplies, make travel arrangements, etc.
Any and all project expenses should be paid for by the faculty mentor's department whenever possible. GVSU's Work Day system should allow faculty to make purchases via department P-Cards, etc., so that neither the mentor nor the scholar need to have out-of-pocket expenses. We will then reimburse the faculty mentor's department from the project's budget.
Please note: all requests for reimbursements or other budget activity MUST be completed by the last business day in September. Requests will not be granted beyond this date.
Department Transfer Request Process
Your project may require that a lab order supplies, your department purchase equipment, the faculty mentor have out-of-pocket expenses reimbursed, etc. The awarded faculty's department must request a fund transfer through Work Day to OURS. Please have the PSS reach out for the proper FDM. Make sure copies of processed receipts (i.e. invoices, department purchases, etc.) are attached to the Work Day fund transfer request. Per GVSU policy, any services performed (editing, page publication, transcription, etc.) MUST be paid directly by a GVSU department via an invoice or purchased using your department p-card. Purchase of services using personal credit cards will not be reimbursed.
Travel and Expense Reimbursement Process
Any and all project expenses should be paid for by the faculty mentor's department whenever possible. GVSU's Work Day system should allow faculty to make purchases via department P-Cards, etc., so that neither the mentor nor the scholar need to have out-of-pocket expenses. We will then reimburse the faculty mentor's department from the project's budget. However, if you believe STUDENT out-of-pocket expenses are unavoidable, then please contact us about possible alternatives.
Reimbursements for student travel (to research sites, for dissemination, etc.) will follow the same process as the Academic Conference Fund Reimbursement. All University policies apply.