Process Funding

Awarded Funding Time Limits

Funding awarded in Fall 2024 or Spring 2025 will need to be spent by the end of the 2024-2025 academic year (May 2, 2025), with the exception of travel in May or June 2025.

Questions

Ask Early, Ask Often

Ask questions BEFORE you purchase research supplies or travel. We're here to help, so please do not hesitate to ask us your questions.

Dr. Amorette Barber, Director, Office of Student Research
barberar@longwood.edu
osr@longwood.edu

Jody Gunn 
gunnjc@longwood.edu

Accept Your Award

Complete the Student Funding Notification form.

Student Research Funding Award

Defer up to $500 for Research Supplies Expenses

Work with your faculty mentor and Jody Gunn to purchase your requested research supplies.

Please do not purchase the research supplies with your own money, you will need to have your department purchase the research supplies on your behalf.

Use the Academic Affairs Procurement form to submit your order.

Please complete the Procurement form and have your faculty mentor email the completed form to Jody Gunn, gunnjc@longwood.edu and Office of Student Research, osr@longwood.edu. Also, cc your departmental administrative assistant on this email.

All orders for supplies will then be processed through the Academic Affairs Procurement Officer (AAPO) via aaprocurement@longwood.edu.

Funds Transfer

Once the receipts have been submitted, your awarded funds will be transferred to your department.

Longwood University Property

Research supplies purchased with Office of Student Research (OSR) funding are property of Longwood University and need to remain at Longwood University after completion of your research project.

Student Travel Funding Award

Defer up to $500 of Travel Expenses

Complete the Travel Information Form and list all of the expected expenses of your travel.

Work with your faculty mentor and departmental administrative assistant to complete a Request for Travel Authorization (RTA) form. 

This form needs to be completed BEFORE you travel. Please allow plenty of time to process this form. Try to aim to complete this form at least 4 weeks before your travel if possible. You will need to share the completed Travel Information Form with your departmental administrative assistant to assist them with completing the RTA.

A copy of the completed RTA needs to be sent to Jody Gunn gunnjc@longwood.edu and Office of Student Research osr@longwood.edu.

Within 30 days of your travel, you need to submit your itemized receipts from your travel expenses to your departmental administrative assistant. After this, you will need to complete and submit a Travel Expense Reimbursement Voucher (TERV).

A copy of the completed TERV needs to be sent to Jody Gunn gunnjc@longwood.edu and Office of Student Research osr@longwood.edu .

Before Travel - Request for Travel Authorization (RTA)

Work with your faculty mentor, department chair, and department administrative assistant to complete a Request for Travel Authorization (RTA) form at least 4 weeks before your travel.

State travel policies and regulations will determine the approved costs/reimbursement amounts. Find the Per Diem Rate for lodging and meals for your destination.

Air BnB: You will not be reimbursed for lodging if you use Air BnB. Air BnB, for travel accommodations, is not a state-approved lodging option for travelers.

Direct Billing

If a hotel participates in the direct billing process, which is to invoice the university the cost of the lodging, then the lodging can be paid directly by the university.

Ask about Direct Billing when you make your reservation. 

Prepay Registration and Transportation

Work with your departmental administrative assistant to determine if aspects of your travel costs (registration and travel fees) can be prepaid.

During Travel - Save Itemized Receipts

You'll need itemized Receipts for expenses that were not prepaid.

This may include itemized bills showing:

• Hotel costs
• Food costs
• Beverage costs
• Public transportation costs (taxis/bus/metro, etc)

After Travel - Travel Expense Reimbursement Voucher (TERV)

Within 30 days of your travel, you need to submit your itemized receipts from your travel expenses to your department administrative assistant.

Then, complete and submit a Travel Expense Reimbursement Voucher (TERV).

Funds Transfer

Once OSR has received your approved RTA and TERV forms funding will be transferred to your department to pay for travel expenses that OSR covered (up to $500).

Student Research Funding Final Report

Deadline: May 2, 2025

Complete the Student Research Funding Final Report.  Failure to submit this form may result in a student being ineligible for future funding from the Office of Student Research.

View, Download, Print the Student Funding Processing Guidelines (pdf)