Undergraduate Research Grants
Frequently Asked Questions
The Undergraduate Research and Creative Activity Hub (UReCA Hub), a unit of the Dorothy and Bill Cohen Honors College at Wichita State University, provides grants to support undergraduate research and creative activity.
The following procedures are intended to assist departmental administrative staff, faculty mentors, and grant recipients in managing grant expenditures and facilitating reimbursement.
1. Grant Award Notification and Budget
Upon approval of a UReCA grant, the UReCA Hub will provide the grant recipient and faculty mentor with notification of the award, and the approved funding amount.
The student’s submitted working budget should be used to guide expenditures, monitor available funding, and assist with expense reconciliation.
2. Grant Expenditures and Tracking
Grant-related purchases and expenditures will be processed through the recipient’s department using established university purchasing and financial procedures.
The department, in coordination with the grant recipient and faculty mentor, will be responsible for:
· Tracking grant-related expenditures using an Excel spreadsheet or comparable tracking document.
· Maintaining appropriate documentation, including itemized receipts or invoices.
· Monitoring expenditures against the approved grant budget and maximum award amount.
· Ensuring that expenses are consistent with the approved purpose of the grant.
3. Expense Reconciliation and Reimbursement
At the conclusion of the grant period, or once the maximum award amount has been expended, the department should submit the following information to the UReCA Hub:
· A completed expense tracking spreadsheet identifying all grant-related expenditures.
· Itemized receipts or invoices supporting each expenditure.
· The departmental RU fund information to which reimbursement should be transferred.
Expenses without appropriate supporting documentation will not be eligible for reimbursement.
4. Transfer of Grant Funds
Following review and verification of submitted expenditures, the UReCA Hub will coordinate the transfer of funds to reimburse the department for eligible expenses, up to the approved grant award amount.
All reimbursement funds must be transferred into the department’s RU fund. Funds cannot be transferred to other types of university accounts.
5. Communication and Coordination
To ensure transparency and accurate financial tracking, the UReCA Hub will include the grant recipient, faculty mentor, and appropriate departmental administrative staff in communications concerning grant expenditures, documentation requirements, and reimbursement.
6. Questions and Contact Information
Questions regarding grant expenditures, documentation, budget tracking, or reimbursement should be directed to:
Undergraduate Research and Creative Activity Hub (UReCA Hub) Dorothy and Bill Cohen Honors College undergraduateresearch@wichita.edu