COE Fellowship Funding Guidelines

Research funds can be spent on the following:

• Economy airfare and lodging for conferences
• Ground transportation: Uber/Lyft/Taxi/Rental Vehicle
• Food/beverage during travel (excluding alcohol)
• Programs needed to compute data
• Academic memberships related to your area of study
• Poster and printing fees
• Research-related needs and expenses
• Transcription of interviews
• Computer/Laptop* (exceptions apply) 

* If you would like to purchase a computer with your funds, the computer must be returned at the end of your study at the university. Computers must be purchased in collaboration with our SSCS IT Department, sscs-support@lists.uchicago.edu, be formatted to fit university guidelines and affixed with an asset tag. If you are interested in keeping the computer after your term with the university ends, SSCS IT can sell it to you at a greatly depreciated price. Computers are to be used only for purposes related to your academics. 

If you are uncertain whether an expense is allowable, please contact the Student Affairs Administrator for the Committee on Education. Prior approval is required for retail purchases over $500. Unauthorized purchases cannot be reimbursed.

Step 1:  Fill out the Student Certification for Business Related Expenses form, which must be signed by your PI. 

Step 2: Upload the signed Student Certification for Business Related Expenses form to the Request for COE Research Funds page.

Step 3: Once your request is approved (allow 1 week for approval), pay your approved costs out of pocket - keep itemized receipts for all expenses.

Step 4:  After purchase or travel, submit the following documents to the COE Student Affairs Administrator for reimbursement: 

• Your Receipts (paid receipts only, zero balance, last 4 digits of cc visible, etc.)
• UChicago Reimbursement Form
• W-9 Request for Taxpayer ID and Certification
• International students only: please complete and submit a W-8 BEN and UPP-192.