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Grant Guidelines

Honors Program

 

Advances
You may receive an advance for funds up to the full amount of your grant; however, you are personally responsible for spending the funds correctly and turning in receipts to account for all the funds. To receive an advance, complete an Advance Request form and attach your funding letter (or email) before submitting it to the Honors Program Director for approval. The Academic Dean's office will not accept your request without the director's approval. After you have completed your research or purchased necessary supplies, follow the steps below.

After you have completed your research or purchased necessary supplies, follow the steps below.

1. Complete the Travel Expenditure Form or the Accounts Payable Voucher (non-travel related expenses) and submit it to the Honors Program Director along with dated receipts.

a. Include a check for the amount to be returned for unused funds.

b. You must submit a receipt for every purchase.

2. The Honors Program Director approves the reimbursement and forwards the request to the Academic Dean. The Dean's office will clear the receipts. All receipts must be turned in by the Sept. 15th deadline.

Reimbursements
You may request your grant funds as a reimbursement without requesting an advance. After you have completed your research or purchased necessary supplies, follow the steps below. Complete the Travel Expenditure Form or the Accounts Payable Voucher (non-travel related expenses) and submit it to the Honors Program Director, along with dated receipts.

a. No reimbursement will be made without receipts.

b. You must attach your funding letter (or email) to your request for reimbursement.

1. The Honors Program Director approves the reimbursement and forwards the request to the Academic Dean.

2. The Academic Dean countersigns and forwards the paper work to the Business Office who issues the reimbursement check.

Rules to remember

  • Grants cover expenses incurred between January 1 and September 15. All requests for reimbursement must be made by September 15.
  • Expenditures must be consistent with those outlined in the original application for funding.
  • Because of the paperwork involved, save receipts until you have at least $40 in expenditures before requesting a reimbursement.

What's reimbursable?

  • Justifiable expenses outlined in proposals are generally reimbursable. Speak with your advisor or the Honors Program Director if there are questions about an expense. A good rule of thumb is "If it seems unreasonable, it probably is."
  • Remember that travel-related expenses can include airport parking fees and taxi fees. Car travel is reimbursed at a mileage rate of 55.5 cents per mile.
  • Meals associated with travel can be reimbursed (within reason). The College will not fund any expenditures on alcohol.

NOTE: Advances/Reimbursements may take up to two months to receive due to processing through multiple offices.

For more information, visit Accounts Payable.

Please contact the Honors Program Director with any questions.