URCA Reimbursement

Congratulations on your URCA funding! As a recipient of this funding, you are among the elite at KSU, and you should be proud of your accomplishments. As an URCA recipient, you are expected to present your research at the Symposium of Student Scholars so the campus can see your work. 

Below is more information about URCA procedures for particular categories of expenditures. URCA recipients who do not adhere to these guidelines will forfeit their URCA funding and will not be eligible for future funding through the Office of Undergraduate Research for one (1) year. 

All funding through URCA is state funding, which means that it operates on a fiscal year cycle. Due to Fiscal Services deadlines, spending in the spring must be completed typically in May. Year-end deadlines can be found on their website

Travel

Travel URCAs are awarded to students who have been accepted to present at a conference. If you are requesting conference registration, please email Jennifer Harb at jharb@kennesaw.edu so we can register you on a p-card (rather than you paying out-of-pocket and then waiting for a reimbursement).

In order to get your expenses paid for the trip, you must have proof that you've been accepted to present at the conference (for example, an email acceptance, a copy of the conference program book). 

If you have received URCA funding for travel, you will need to complete the following two forms:

  1. Vendor Form
  2. Travel Request Form

Once you have completed these forms, please email Jennifer Harb at jharb@kennesaw.edu. She will help you process the paperwork and can answer any questions you might have. If you have worked on campus in the past in a different role, there is a chance that you may already be set up in the system and will not need to complete a vendor form. We can check and see if you are already set up.

When you return from your trip, please schedule a 30-minute meeting with Ms. Harb to complete the travel reimbursement form. This meeting must occur within one month (four weeks) of the completion of the trip in order to ensure reimbursement.

Research Support

If you have received URCA funding for research support, you will need to complete an Order Request Form. Please contact Ms. Jennifer Harb at jharb@kennesaw.edu to complete this paperwork. All research support requests must be submitted within two months (8 weeks) of receiving the URCA acceptance email or the funding will be forfeited. Requests for an exemption must be submitted by email to our@kennesaw.edu

Student Stipend

If you are receiving a stipend to engage in research, you must complete a Vendor Form. If you have worked on campus in the past in a different role, there is a chance that you may already be set up in the system and will not need to complete a vendor form. We can check and see if you are already set up -- email Jennifer Harb at jharb@kennesaw.edu.

All student stipend requests must be submitted within two months (8 weeks) of receiving the URCA acceptance email or the funding will be forfeited. Requests for an exemption must be submitted by email to our@kennesaw.edu. 

Publication Costs

If you have received an URCA to help offset costs associated with publication, please email Jennifer Harb at jharb@kennesaw.edu. These requests must be submitted within two months (8 weeks) of receiving the URCA acceptance email or the funding will be forfeited. Requests for an exemption must be submitted by email to our@kennesaw.edu

Other Costs

If your request does not fall into one of these categories, please email Jennifer Harb at jharb@kennesaw.edu to begin the process of requesting funding or reimbursement. These requests must be submitted within two months (8 weeks) of receiving the URCA acceptance email or the funding will be forfeited. Requests for an exemption must be submitted by email to our@kennesaw.edu

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