Reimbursement

Some URC-sponsored programs include supply or travel awards and others offer reimbursement for expenses.

Please note that the URC must adhere to business office policies.  All requests for reimbursement must include original receipts and be turned in within 60-days of the original expense (please allow time for processing by the URC - do not turn it in to us on day 59!). Mileage reimbursement rates are based on IRS guidelines and must exclude base mileage (the distance regulary traveled between home and the college).

For ASP funds awarded during the academic year, funds will be transferred to the mentor’s department. Mentors, along with their Department Chairs and their Department Assistants, will be notified of the award amount being transferred and the name of the student who has received the award.  Ideally, the funds will be spent by the department to procure the items required for the student project. If you are a student who has been awarded an ASP and you must personally purchase supplies or other items needed for your project, you will need to hold on to all original receipts or invoices and speak to your mentor (or departmental assistant) regarding reimbursement.  If the department makes the purchase directly from a vendor, they will pay the invoice using these transferred funds. If the mentor makes the purchase on your behalf, s/he will complete an employee expense reimbursement form and be reimbursed using the ASP funds already transferred to the department.  ASP funds, once transferred to a department, become the responsibility of the department. There is no need to involve the URC in the disbursement of these funds but departments should know that all funds must be used during the current fiscal year.  There is no rollover to the next fiscal year.

Funds awarded for ASP Research Travel and ASP Conference Travel will be issued directly to the applicant. Generally, the amount awarded to support this type of travel is taxable, but the College is not obligated to withhold taxes or send you a 1099, so please retain a copy of your award letter as part of your tax records.  (Since individual tax liability depends on each individual's circumstances, you should contact your personal tax advisor with any questions or concerns.)  The award recipient will be responsible for making his or her own travel arrangements.  At the time of the trip or project’s completion, award recipients will be required to submit their airline boarding passes, hotel receipts, conference registration expenses [as applicable] directly to the URC.  Award recipients are not required to return unspent funds as long as the trip or project was completed but, as previously stated, please keep in mind that any funds awarded are considered to be taxable income. If the trip or project was cancelled for any reason, award funds should be returned to the URC for use by other applicants.

Supply funds awarded for Science Scholar and Summer Research Program projects will remain with the URC and all invoices or reimbursements will be paid directly by the URC.   An exception to this policy is if a Science Scholar or SRP student has received an expense award that they intend to use for subject compensation – if that applies to you,  please skip ahead here for details about this process.  All other Science Scholar or SRP project purchases being charged to a supply award must be approved  in advance by the mentor and both students and their mentors are responsible for monitoring their own budget award, so as to not exceed the amount allotted to them. Mentors must approve the invoice(s) by initialing them and marking them with the name of the student whose award should be charged and then these invoices should be forwarded to the URC for coding, approval and payment.  If the student or mentor has individually purchased items and requires reimbursement, s/he must complete an Employee Reimbursement Form, attach the original receipts, sign it at the bottom where the Employee Signature is requested, and turn it in directly to the URC.  Department codes and approval signatures will be added by the URC. 

For students in all URC-sponsored programs who have been awarded funds to use in compensating subjects or survey participants:   You will receive an award check for these funds, which you may cash and use to pay your participants.  Please be advised that the amount awarded to you for your use in offering subject compensation is taxable to you, but the College is not obligated to withhold taxes or send you a 1099, so please retain a copy of your award letter as part of your tax records.  (Since individual tax liability depends on each individual's circumstances, you should contact your personal tax advisor with any questions or concerns.)  Award recipients are not required to return unspent funds as long as the project was completed. If the project was cancelled for any reason, award funds should be returned to the URC for use by other applicants.

Cash Advances:  The college is unable to extend a cash advance to students. If a project requires a cash advance, the mentor must request it in his or her name and take responsibility for clearing the advance. For more information about Occidental’s cash advance policy, including forms needed to request a cash advance, click here.  If the cash advance is being charged to a URC-sponsored program, the mentor or department assistant must work with the URC to request the advance and obtain the necessary department codes and approval signature(s).

For students in all URC-sponsored programs, if your expenses include reimbursement for mileage: Please visit the IRS website for current rates.

For any reimbursement issues or questions not covered here, please contact the URC.