Faculty-Student Research Grant Reimbursement Procedures

Reimbursement on Equipment and Supplies

All funds must be spent by June 30 for each fiscal year. The supervising faculty member completes a request-for-payment form located on the VSC portal. All receipts must be attached. This form should be routed to Peter Kimmel, Associate Academic Dean for approval.  The Office of the Chancellor’s Accounts Payable (OCAP) will process this request and mail a check to the faculty member. Should it be more practical to secure an advance for direct purchase, the same basic process is required. The only exception is that an estimate must be attached to the check request form, and a receipt must be submitted upon purchase.

Reimbursement on Student Travel

Use the travel-reimbursement form located on the VSC portal to reimburse for mileage (IRS rate) and other student travel expenses, such as conference registration, housing, and airfare. A check can be mailed to the student researchers if they paid for or made their own travel arrangements. All receipts for travel and conference registration should be sent to the OCAP@vsc.edu.

Stipends for Student Researchers

All students should be paid through payroll

The supervising faculty member must inform Debbie Larson in the Human Resources Department that this individual will be receiving grant funds. This ensures the appropriate taxes are withheld. The student will then submit time entries through the VSC portal, the faculty member will approve each entry, and Associate Academic Dean Kimmel will approve each faculty-approval entry. Payments will be made according to the regular work-study schedule. Please see enclosed Student Employment Form.