Our graduate students have access to the e-reimbursement system if they are employed as graduate assistants. They can either work with department personnel to have airfare, lodging, and registration fees paid with a department purchasing card or submit through the e-reimbursement system. They have to follow campus travel policies in order to be reimbursed.
For either undergraduates or graduate students who aren’t employed on campus, we can set up a non-employee account in the e-reimbursement system and submit expense reports on their behalf.
Departments do have the option to submit departmental travel award scholarships for students. I sometimes use that option when the awards are being paid with internal funds as long as the student hasn’t maxed out their financial aid package.
-------------
Jeannine M. Nicolai-Heckmann
Research Administrator
University of Wisconsin-Madison
Dept. of Kinesiology
205A Service Memorial Institute
1300 University Ave
Madison, WI 53706
From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Cao, Susan
Sent: Thursday, June 8, 2023 10:04 AM
To: xxxxxx@lists.healthresearch.org
Cc: xxxxxx@listserv.ilstu.edu
Subject: RE: *EXT* [RESADM-L] asking for opinions about paying for student travel on sponsored projects
I’ve confused why financial aid and scholarships would be involved here at all. This is straight reimbursement for travel expenses like everyone else (faculty, post-docs, etc) who attended the conference and that it is “too hard” to manage this is just not ok.
Back when I did this kind of stuff a million years ago, we put the airline tickets for all the travelers on the departmental credit card along with the registration fees and were sometimes able to get the hotels to accept a purchase order for the rooms. That significantly reduced the out of pocket expenses for the student generally to just per diem.
Susan
From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Laurie Ebertowski
Sent: Thursday, June 8, 2023 7:32 AM
To: xxxxxx@lists.healthresearch.org
Cc: xxxxxx@listserv.ilstu.edu
Subject: Re: *EXT* [RESADM-L] asking for opinions about paying for student travel on sponsored projects
[This email originated from outside of OSU. Use caution with links and attachments.]
That so interesting as we have student travel on awards all the time. It’s written into the award budgets and since our students aren’t allowed pcards there’s no other way to cover their expenses. Our grad office and financial office has zero problem with it. When I was at Penn State and GW we had frequent grad travel as well.
The only time we’ve needed to route it through financial aid is when it’s a direct student award (when they’ve gotten an award from a sponsor for themselves), but even then it’s generally been allowed.
I’m interested to see what other people say.
Laurie
On Jun 8, 2023, at 9:23 AM, Thomas C Dowling <xxxxxx@ferris.edu> wrote:
Hi, Liz et al,
We are interested in any replies to this as well, as we are experiencing a similar dilemma.
Best,
Tom
-------------------------
Thomas Dowling
Ferris State University
Office of Research and Sponsored Programs
From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> on behalf of Haney, Liz - elizabeth.haney at bsu.edu (via resadm-l list) <xxxxxx@lists.healthresearch.org>
Sent: Thursday, June 8, 2023 10:12 AM
To: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org>; xxxxxx@LISTSERV.ILSTU.EDU <xxxxxx@LISTSERV.ILSTU.EDU>
Subject: *EXT* [RESADM-L] asking for opinions about paying for student travel on sponsored projects
**External Email**
Hello Brain Trust
My institution is in a kerfuffle about paying for student travel on sponsored projects when this payment is a direct reimbursement to the student. Basically, we are being told that these payments are scholarships and must run through financial aid. We in SPA disagree.
Here is some background
- Some external sponsors do not allow scholarships as allowable costs (but travel reimbursement is allowable).
· My institution stance is that any payment made to an enrolled student related to their excellent performance (academic or otherwise) while a the individual is a student counts as an award or scholarship that must be reported via Financial Aid.
· Dept of Ed and IRS do allow these payments (there is an exception for direct travel reimbursement), but my institution says that it is simply too hard to manage that exception. (yes, this is a quote from an email)
· IMO, this could cause equity issues for students because having travel supported by a grant now reduces their financial aid package
· And of course, it causes more work for the SPA office
What do your institutions do?
Please respond to me directly at xxxxxx@bsu.edu
Thanks Hive Mind!
Liz
Liz Haney
Elizabeth B. Haney, Sc.M., MSM, CRA
Director of Post Award, Compliance, and Operations
Sponsored Projects Administration
Ball State University | 2000 University Avenue | Muncie, IN 47306-0155
765.285.5085 (Office) | 401.996.1173 (Mobile) | 765.285.1624 (Fax)
xxxxxx@bsu.edu | www.bsu.edu/spa
Gallup CliftonStrengths: Learner | Analytical | Strategic | Achiever | Focus | Communication | Input | Significance | Woo | Discipline
<Outlook-gla3s0s2.png>
- = - = - = - = - = - = -
This email was sent to xxxxxx@FERRIS.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at: https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails): https://lists.healthresearch.org**Notice** This message is from a sender outside of the Ferris Office 365 mail system. Please use caution when clicking links or opening attachments. If you are unsure if this email is safe, please report it using the Report Suspected Phishing link or button in the email and the Information Security Office will review it.
- = - = - = - = - = - = -
This email was sent to xxxxxx@rice.edu via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at: https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails): https://lists.healthresearch.org- = - = - = - = - = - = -
This email was sent to xxxxxx@oregonstate.edu via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at: https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails): https://lists.healthresearch.org- = - = - = - = - = - = -
This email was sent to xxxxxx@WISC.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at: https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails): https://lists.healthresearch.org- = - = - = - = - = - = -
This email was sent to xxxxxx@OAKLAND.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at: https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails): https://lists.healthresearch.org