GUIDELINES FOR UNDERGRADUATE RESEARCH EXPENSES

There are two ways to obtain research supplies: 

 

  • The quickest way is to pay for them yourself and request a reimbursement. Note that some supplies, such as chemicals, must be purchased by BSU for you (see below for more information).

  • Request that the ATP order the supplies directly. Submit order form to Kathy Frederick in the Office of Undergraduate Research, room 200, Maxwell Library.

 

General Guidelines For Reimbursements:

 

  • You must submit original, itemized receipts.
  • All forms must be done in ink.
  • If the expenditure was paid with a credit card, either the original detailed receipt with the last 4 digits of the card and/or a copy of the credit card statement must be included.
  • If the expenditure is paid by check, a copy of the canceled check (front and back) or a copy of your bank statement must accompany the original receipt.
  • If the expenditure is paid by debit card, a copy of the bank statement must accompany the original receipt.
  • Please note that we can only reimburse you or your mentor. We cannot reimburse a third party, and cannot give you a reimbursement check if someone else made the purchase for you.
  • Before paying an individual for their services (translator, recorder, etc.) check with Kathy Frederick to see if a contract is needed.
  • Do not forward receipts or reimbursement forms until your reimbursement package is complete. Don't forget that you and your mentor must sign the reimbursement forms and forward to Kathy Frederick in the Office of Undergraduate Research, room 200, Maxwell Library.
  • No gift cards or money orders can be purchased for incentive reasons.
  • No computers or computer equipment can be purchased.
  • No printers can be purchased.
  • Any software applications must be purchased through the OUR.
  • All cameras and accessories must be purchased through the OUR and is considered BSU property. Check ATP inventory list before requesting.

For Conferences:

  • You must submit an ATP Travel Form at least four weeks before your conference.
  • If you share the room with another conference traveler, room expenses must be split.

Before You Leave For The Trip:

 

  • Get in touch with your mentor and ask him/her to work with you to get ready for the conference.
  • Register for the conference. If you would like for the Office of Undergraduate Research to pay for your registration upfront, please contact Kathy Frederick in the OUR. She will help you to register through our office so that there is no cost to you.
  • Have your mentor contact the Travel Coordinator, Gregory DeMelo, at gdemelo@bridgew.edu (extension 2537). The travel coordinator will formally arrange for and book your travel and your hotel stay. ALL STUDENT TRAVEL MUST GO THROUGH THE TRAVEL COORDINATOR. By working through the BSU Travel Coordinator, you will not have to pay upfront for your travel.
  • PLEASE NOTE: While the Travel Coordinator may not be able to give you your first choice itinerary, he will work with you to accommodate your travel needs as best he can within your budget of $1,000.00. Please give him a reasonable amount of time to respond to your request.
     

Once your travel has been booked, the travel coordinator will email all necessary documents to you and your mentor. Please be on the lookout for these emails and be in touch with the travel coordinator and your mentor with questions and concerns.

After You Come Back From The Trip:

While most travel, accommodations, and conference registration will be handled either through the Office of Undergraduate Research and the Travel Coordinator, you may still incur some expenses on your trip (like meals or travel using your own car). To be reimbursed for these expenses:

  • Fill out the Reimbursement for Conference Travel Form, (located below). Remember to sign it and to have your mentor sign it.
  • Submit ALL RECEIPTS with the completed, signed form to Kathy Frederick in the OUR.

 

For Meals At Conferences:

  • ATP will provide students with the "per diem" amount of $27.00 per day that is set by the university (receipts not required). Meal reimbursement is pro-rated based on your travel itinerary.  For example, if your flight leaves at 11:00 AM, you can not claim breakfast for that day:  breakfast ($6.00), lunch ($9.00), dinner ($12.00). 

  • Meals for single day trips from your home or from BSU for attendance at a local conference are allowed for students only. 

  • You will not be reimbursed for alcoholic beverages. 

Ordering and Reimbursement Information for Students and Mentors

  • Order Request Form - Books & Supplies: MS Word or PDF
  • Reimbursement Form for Supplies: MS Word or PDF
  • Reimbursement Form for Research Travel: MS Word or PDF
  • Reimbursement Form for Conference Travel: MS Word or PDF

 

Last Modified: January 26, 2012