Reimbursement instructions for Career Development Grant

Graduating students must complete their projects and submit for reimbursement by the August following their graduation in May. Continuing students must complete projects by December of the year of their award.

Reimbursement requests with all the required documentation listed below must be submitted within two months after completing the Career Development Grant project.

Processing the reimbursement takes 10 to 14 business days. U.S. residents with a U.S. bank account should complete an Electronic Funds Transfer (EFT) Form. Your reimbursement will be deposited directly into the bank account you list on the EFT Form.

Allow extra processing time for international student reimbursements. Foreign national students who have a US bank account can receive their payment via direct deposit. Otherwise, they will receive their reimbursement by check. These details will be reviewed once the reimbursement packet has been submitted.

To request reimbursement:

1. Complete the Career Development Grant Reimbursement Form and attach a scan of all of the items (A-D) described below as a single PDF:  
   1. Expense report with original receipts:
      1. Expense report should be in spreadsheet (tabular) format. It should include a line item for each of the receipts to follow, and it should include a total representing the requested reimbursement amount.
      2. Reimbursement requires original receipts showing confirmation of payment and transaction details (see iii below). Any receipts in another person’s name must include an explanation of why it is not in the applicant’s name. When there are shared expenses (i.e., hotel accommodations), please indicate the names of your roommate(s) and the breakdown of your portion of expenses.
      3. Receipts must show the vendor name, date of purchase, item description, applicant's name and total amount of purchase. For meal receipts, ask for an itemized receipt showing complete food/drink order.
      4. These items are NOT reimbursable: alcohol, personal items (clothes, makeup, etc.), tobacco products, medication of any kind or travel insurance.
      5. For international travel, applicant is responsible for listing the receipt amount in US Dollars by using www.xe.com. Include the conversion sheet with your materials.
      6. Small reimbursement receipts should be taped on an 8.5 x 11 inch sheet of paper with the type of expense listed off to the side (i.e., food, gas, meals, etc.). Each sheet should be photographed or scanned.
   2. A written project summary of 250–500 words which should adhere to the following guidelines:
      1. A detailed description of the project you completed
      2. A description of the artistic merit of the project, and
      3. An explanation of why this use of funds was beneficial in your career development
   3. A thank you letter (typed or handwritten), addressed to the Career Development Grant Committee, to demonstrate your appreciation for the funds to complete the project. Be sure to include your name and have a minimum of 100 words.
   4. Complete a W-9 tax form, if this is your first career development grant.
2. Complete the Electronic Funds Transfer (EFT) form for direct deposit (not for foreign national students). The fields marked Vendor are for Student Name, Address and Email.

Foreign national students

In addition to the above (except for the EFT form), the foreign national information form, the W-8BEN tax form, and copies of visa, passport, I-94 departure record, social security card and I-20 or Form IAP66/DS2019 must be included with your reimbursement request. 

Contact:
careerdevelopment@uncsa.edu