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Academics

Claiming Expenses

IMPORTANT NOTICE FOR GRANT RECIPIENTS:

It is not anyone's intent to make the process of spending your grant to be harder than getting it in the first place, but there are procedures that MUST BE FOLLOWED in order for us to allocate your funds. If you need any help with this process, please don’t hesitate to contact Bonnie Ward at bward@otterbein.edu, or 614.823.1847.

For SRF-Research Grants

You have 24 months to spend your award. After that time, we’ll have to close your grant and any remaining money will be unavailable to you. You may submit a claim for expenses any time during those 24 months. After that time, we will no longer be able to pay for expenses even if they were incurred during the grant period. If you graduate or otherwise leave the University before the end of those 24 months, you only have until the end of your last semester as a student to spend the money.  You may make a claim for those expenses until the end of the first semester after you leave Otterbein.  PLEASE NOTE: SUMMER SEMESTER COUNTS AS THE SEMESTER AFTER SPRING SEMESTER.  If you graduate in the spring, you will not be able to claim reimbursement once the next Fall Semester begins.

For SRF-Presentation Grants

You also have 24 months to spend your award.  You may submit for reimbursement any time during those 24 months. After that time, as with the SRF-Research grants, we will not be able to reimburse you. Unlike the SRF-Research Grants, graduating students who are planning to present at a conference which meets after your graduation date MAY spend your money in the semester after your graduation.  However, you must immediately apply for reimbursement of funds after the conference, because you cannot receive reimbursements after that first semester post-graduation.  Note: you must apply for the grant while still a student even if you are planning to attend the conference after you graduate.

Paying vendors directly

If you have received an invoice that you want the university to pay directly from your grant funds, you’ll need to submit a Payment Voucher (signed by both you and your advisor) and the original invoice from your service provider.  Please send all paperwork directly to Bonnie Ward in the Office of Sponsored Programs.  Use the account code assigned to your specific grant (available from your administrative assistant or the Office of Sponsored Programs (x1847)).  If you’re unfamiliar with filling out Payment Vouchers, detailed instructions can be downloaded here (Payment Vouchers and Expense Reports).

Reimbursing expenses

If you choose to pay for the expenses listed on your budget and get reimbursed from the fund, you’ll need to submit both a Payment Voucher and an Expense Report (signed by both you and your advisor) and all original receipts for reimbursable expenses.  Again, use the account code assigned to your specific grant (available from your administrative assistant or the Office of Sponsored Programs (x1847)).  If you’re unfamiliar with filling out these forms, detailed instructions can be downloaded here (Payment Vouchers and Expense Reports).

Reimbursing for Group Travel

If multiple SRF Grant holders are traveling together, they can submit a single group claim.  However, only one reimbursement check will be issued for each claim submitted.  Fill out the paperwork as usual, with the following changes:

1)  List the STURES index and the specific account code for each student included on the trip, followed by the amount that should be applied to each student's grant.

2)  Make sure that all students whose SRF-Presentation grants are being charged sign the Payment Voucher/ Expense Report, even if they aren’t receiving the money themselves.  This indicates their approval of the use of their funds.  If they are no longer on campus, an email indicating acceptance of the expenses will suffice.

Downloadable Forms

/Office of Grants and Sponsored Programs

Towers Hall
Rooms 12, 13 and 14
1 South Grove Street
Westerville, Ohio 43081
f/ 614.823.3101

/ Staff

Diane Nance, Director
p/ 614.823.1846
e/ dnance@otterbein.edu

Bonnie Ward, Assistant Director
p/ 614.823.1847
e/ bward@otterbein.edu

Grants Coordinator
p/ 614.823.1845