Reimbursement Guide for Undergraduate Student Research Grants
This is a guide to help grantees for the Undergraduate Research Grant Program to use the correct forms for reimbursement for each type of transaction.
Questions? Email ugrgrants@ship.edu.
PRE-TRAVEL REQUEST FORM
Before you travel, complete the Travel Request Form. Include your estimated travel costs. This form is required by the University for liability purposes.
Signatures needed as follows: In the Sequential Authorizations section, sign on line 1 “Traveler” and obtain your Faculty Mentor’s signature on line 2 “Chairperson or Supervisory.” Once the Travel Request Form has these signatures, then:
Submit completed, signed forms to ugrgrants@ship.edu.
POST (After) TRAVEL
After you return from your grant-funded trip, you will be reimbursed for eligible costs by submitting the Shippensburg University Foundation Grant Expenditure Request form along with all receipts paid for air travel, meals (up to $40.00 per day), conference registration, private car mileage, and tolls. Both student and faculty mentor need to sign. Once all this is completed, forward to ugrgrants@ship.edu for processing your reimbursement.
REIMBURSEMENT FOR ALL SUPPLIES AND MATERIALS PROCESS:
Complete the Shippensburg University Foundation Grant Expenditure Request form. Provide copies of all receipts paid with this expenditure request. Both student and faculty mentor need to sign. Once all this is completed, forward to ugrgrants@ship.edu for processing your reimbursement.
INELIGIBLE EXPENSES
You cannot incur expenses for another person including your research advisor or other students.
- Any expense that is not accounted for on an original itemized receipt will not be reimbursed.
- No stipends or wages
- No course related purchases
- No equipment (electronic or laboratory devices; software purchases are typically not reimbursed)
- No faculty conference-related expenses; faculty field work travel expenses are permitted
- No gratuities
- No alcohol
- No books (unless titles are unavailable through library system)
- No membership fees (unless associated with conference registration that results in cost savings over non-member registration fees)
- No conference travel to only attend a conference; grantee must be a presenter