Undergraduate Research & Creative Work Grant Purchasing Policies

  • Undergraduate Research grant purchasing must be done responsibly and follow the guidelines outlined in the student’s individual award letter.
    • The Undergraduate Research Program does not retro-actively fund or reimburse supplies purchased outside the student’s grant award period. If you have questions about award dates, please verify with Lindsey Gutsch. In general, grant purchases need to be made by the following dates:
      • Fall Semester Production Grants – due last day of Fall semester
      • Spring Semester Production Grants – due last day of Spring semester
      • Summer Production Grants – due First day of Fall semester
      • Presentation Grants – due one month after return from travel
    • The Undergraduate Research Program does not tolerate overspending grant award. If you have questions about how much funding is available for a particular student, please verify with Lindsey Gutsch.
  • Purchases MUST BE CHARGED DIRECTLY to the Undergraduate Research Program account number when the order is placed. The Undergraduate Research program does not tolerate departments purchasing supplies with their departmental budgets.
    • When ordering supplies, departments should now follow normal purchasing processes for supplies, etc. as if they are purchasing from their SJU budget and simply direct the appropriate amount of expense to the Undergraduate Research Program account number provided in the grant award letters.
  • The Undergraduate Research program WILL NOT transfer funds from our budget to your department to “reimburse” costs associated with students participating in the UR Program.
    • Please email Lindsey Gutsch a record of your purchase for tracking and reconciling purposes.
    • If “department chair authorization” is required for purchases, Lindsey Gutsch can verify and sign off on all purchases related to Undergraduate Research.
    • We recommend purchases be made on SJU P-Cards if available; when reconciling, simply indicate that the charge should be designated to the Undergraduate Research Program account number. If a signature is needed on paperwork, please email to Lindsey Gutsch.
    • Invoices will be accepted and can be sent to Lindsey Gutsch for processing.
  • Personal reimbursement (student or faculty) will be accepted and can be sent to Lindsey Gutsch for processing; for production grants, please complete a SJU Check Request form
  • If you are assisting students with travel accommodations, we recommend purchases such as hotel reservations, flights, or conference registration be made with an SJU p-card. Please review Institutional Travel Policies here.
    • Please email Lindsey Gutsch a record of your purchase for tracking and reconciling purposes.
    • Students typically make purchases on their own and seek reimbursement for travel expenses, however, we understand that this is not financially feasible for all students and they make as for your help. Lindsey Gutsch is happy to help with travel arrangements if needed.
    • Students returning from travel should submit a SJU Travel Reimbursement Form to Lindsey Gutsch.
  • CSB/SJU Business Offices WILL NOT provide personnel support for Undergraduate Research purchasing or travel arrangements. Arrangements and purchases must be done by the student and/or department.
  • When making purchases at the CSB/SJU Bookstore, please complete the budget authorization form. Send to Lindsey Gutsch for authorizing signature. 
  • Keep in mind, if the grant will be used to purchase gift cards to provide to research participants, the recipients of the gift cards must provide their full legal name, Banner ID number, and signature. That information needs to be submitted to Lindsey Gutsch and will then be reported to the Business Office.
  • All Undergraduate Research grant purchasing and reimbursement questions should be sent to Lindsey Gutsch.

Policy updated: May 2018