Award Disbursement Procedures

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University policies and procedures relative to personnel, purchasing and research administration must be followed in the use of funds awarded through the Drapeau Center for Undergraduate Research (DCUR). See form requirements.

Research Support Funds

Funds will be transferred to the DE account listed on the Mentor Support Statement.

Funds awarded for research support (all categories other than travel) will be transferred to the account provided by your mentor on the Mentor Support Statement that is part of your application packet.  The purchase of supplies or payment of stipends will be coordinated by your mentor or other designated school personnel.  A thorough accounting of purchases and payments made for your project should be kept, because you will be required to submit a detailed list of expenditures with your final report.  Any unused or unaccounted funds will be returned to DCUR.

Funds for Domestic Travel

You will be reimbursed after your return with proper documentation.

If you have been awarded funds for travel, your travel costs will be charged directly to DCUR, and no transfer of funds is required.  However, you (with the help of your mentor) will be responsible for completing the required university travel forms, which you can download from the Procurement Services website as an Excel workbook with multiple tabs.

Important:

1. You must complete a Permission to Travel (PTT) form at least two weeks prior to your trip.  Please note that you can request a travel advance of up to 80% of the estimated costs after you have filled out and submitted your PTT.  Leave the budget string for the DCUR award funds blank.  Sign the form as the “Employee” and have your mentor sign in the “Next Higher Authority” section.  Forward the completed and signed PTT to DCUR at campus box 5116.  DCUR staff will complete the budget string section and Add’l Approval Signature and will send the form to Procurement Services for approval.
2. Registration fees can be charged to a university procurement card after a PTT has been approved. If registration fees are charged to a university procurement card, please have the cardholder or your School’s budget manager contact Cyndi Wyles at cynthia.d.wylesFREEMississippi for a budget string.
3. While traveling, save all receipts for meals, gasoline, cab/Uber/Lyft rides, registration, your flight ticket, hotel bill, etc. for reimbursement. You will not be reimbursed for charges without original receipts.  Please note that itemized meal receipts are required and that receipts must not include charges for alcoholic beverages in order to be eligible for reimbursement.
4. Within two weeks after you return, complete a Travel Voucher form detailing the expenses for your trip (form is included in the downloadable travel forms Excel workbook).  Leave the budget string for the DCUR award funds blank.  Sign the form as the “Employee” and have your mentor sign in the “Next Higher Authority” section.  Attach original receipts for all charges listed on the form.  Forward the completed and signed Travel Voucher form and original receipts to DCUR at campus box 5116.  DCUR staff will complete the budget string section and Add’l Approval Signature and will send the form to Procurement Services for approval.
5. Please note that travel reimbursements may take up to three weeks from the date Procurement Services receives the completed Travel Voucher form.

NCUR Travel Awards

No funds other than a meal allowance are disbursed directly to students.

DCUR staff coordinates group travel arrangements and the necessary university forms for students selected for NCUR travel awards and will send any requests for information and details for travel arrangements to you at your campus email address.  Please check your university email regularly so you can respond to requests for information promptly and be aware of arrangements made for travel.

Drapeau Summer Research Stipends

Checks will be made out to you.

You will receive your stipend checks in two installments; the first check typically arrives at the end of June, the second at the end of July. The checks are sent to Ms. Jo Ann Johnson, who will forward them to your preferred address.

★ Forms

Prior to being paid, you must fill out certain forms. All forms are available at the Internal Revenue Service (IRS) website. You must have a Social Security Number or an Individual Taxpayer Identification Number (ITIN).  If you are a U.S. citizen or resident alien: A W-9 Taxpayer Identification Form must be on file at Southern Miss.  If you are an international student: You must fill out a W-8BEN Tax Withholding Form.