Eligible Expenses

In all cases, we require students to work with resources already available on campus. For technology, equipment and books, review the appropriate section (below) before adding these items to a budget. Contact ur@middlebury.edu in advance with questions.

Materials, Supplies and Equipment

Please review these guidelines to understand the criteria for making these research-related requests, and what to do before submitting a research budget with your proposal.  

Primary materials: Books, Data Sets

• Check LibrarySearch to see whether what you need is available at Middlebury
• Check with a research librarian about what books and other source materials, such as data sets, might already be accessible through library holdings, subscriptions or interlibrary loans.
• Purchase requests for books and journals can be made at go/requests.

Archival Research

Before applying for funding, determine materials that are available online vs. accessed on site. In some cases, archives may provide copy services so you don’t need to travel to the location. Travel and photocopy expenses are both eligible for reimbursement.

Ordering Supplies

• Check with your faculty advisor, departmental coordinator or building coordinator about what supplies may already be available within your department or building—you might be surprised by what you find!
• If you need to obtain items, your department may be able to order it directly.
• Gift cards and prizes for human subject compensation or experiment incentives can be directly charged through campus entities (Campus Store, Grille) or town vendors and restaurants as with other supplies.

Borrowing Equipment

• Equipment may be housed within a department, ITS, facilities, or the Library. Unless you plan to personally pay for an item, you will need to use what Middlebury has available or go through a procurement process to see if it is an appropriate item for Middlebury to purchase.
• If equipment is purchased (or you are reimbursed) with Middlebury funds, the item must remain the property of Middlebury at the conclusion of your project, so other students can benefit from the purchase.
• Remember to check if your department’s website has a facilities or equipment page to get additional ideas about what is available. Talk with your advisor and departmental coordinator.
• For equipment available through the libraries, URO may be able to arrange extended loan periods for research projects.
• Middlebury’s Makerspace provides tools for hands-on projects.
• Middlebury Outdoor Programs has outdoor gear to borrow.
• The best place to borrow Media Services Equipment is the Circulation Desk at the Davis Family Library.
• Find information about ITS Equipment.

Requests to Purchase Computer Software, Technological Resources, Equipment

Students should first confirm that Middlebury does not already own or have a license to use the materials, equipment, technology or software needed. 

• For equipment: https://www.middlebury.edu/library/services/borrowing
• For computer software: go.middlebury.edu/software

For items not available through the college:

• Requests for technological resources or computer software should be first reviewed with Tom Woodward in DLINQ (twoodward@middlebury.edu).
• Equipment needs should be discussed with your department first. It is typically our expectation that this is provided by the department.
• All non-consumable resources will remain the  property of Middlebury College and need to be turned into Undergraduate Research at the completion of your project.

Compensation for Human Subjects Research and Services

If your research project involves human subjects, and you plan to compensate them, please consider the following. You must get approval from the Institutional Review Board (IRB) to work with human subjects. If you have not done so, review the Ethics & Safety web page.

• Contact ur@middlebury.edu if you need a cash advance to compensate human subjects. We need 10 business days to arrange advances. Payments must be tracked using Middlebury’s Research Participant and Gift Log. Any unused funds must be returned to Middlebury.
• Be careful about making verbal or written agreements to pay someone for a service without getting approval first, especially if you are unsure if the service provider is an established business or if it is a foreign individual. Middlebury may not be able to honor your agreement.
• Any services, such as translation, provided by a Middlebury student or employee will need to be paid through Student Employment or Human Resources.
• All other compensation is considered a service provided and will require a detailed invoice and a completed W-9 or W-8BEN by the business or individual.

Travel-Related Expenses

Booking Airfare

There are multiple options for purchasing airline tickets:

• You can book air travel directly and be reimbursed
• Contact Milne Travel to request a quote and book your ticket
• Contact ur@middlebury.edu to schedule an appointment and direct-charge your ticket
• In some cases, you academic coordinator may also direct-charge your ticket

Arranging Lodging

Hotels: Reservations usually require a credit card to book, which is then billed after your stay. You will need to use a personal credit card. Some lodging can be charged at the time of reservation but it may be non-refundable if your plans change.

AirBnB: While a great way to find an affordable stay, be sure the lodging is in a safe area, and near public or other transportation if you need it.

Home Stays: Lodging with friends or family is always a great option. In some foreign countries, the only lodging available may be in the form of a home stay. If you anticipate paying cash for lodging while abroad, be sure to get an agreement of the dates and rate by email or hardcopy as documentation of your stay.

Car Travel, Mileage, and Renting a Vehicle

UR reimburses mileage for personal vehicle use. We do not reimburse gas receipts. UR’s AY 2025-2026 mileage rate is $.42 per mile. The reimbursement rate is calculated by averaging the 2025 IRS mileage rate for business and volunteering. 

UR will pay for round trip mileage both ways to the Burlington airport if you have a friend who can drive you. Using a transportation service to and from the Burlington airport can cost almost as much as some flights.

Vehicles can be rented through Middlebury by requesting a rental by Undergraduate Research or your department. See  Vehicle Rentals | Middlebury for information, cost, and requirements.  If a Middlebury vehicle is not available, local options are limited. See details on the facilities website.

Meals

UR generally funds budgets at $40 per day for travel food expenses. Food may be purchased at a store, restaurant or vendor. Expenses must be for you only. If the receipt is for multiple people please indicate your portion. Alcohol may not be purchased with Middlebury funds. Receipts must be itemized to show no alcohol was purchased. 

Be aware that it may be illegal to purchase meals for government employees or other foreign officials, as it may be considered a form of bribery.

Miscellaneous Expenses

Miscellaneous travel expenses may include items such as visa fees, cell phone service, and museum or archive admission.

If you had additional expenses from unanticipated circumstances which you were unable to avoid or control, URO will review them on a case-by-case basis for reimbursement above your award amount.

Per Diems

Generally, Middlebury does not provide students with per diem payments since they are not employees. Requests for modest, expense-based per diems for travel (not IRS rates) will be reviewed on a case-by-case basis. Approvals are normally based on location of travel (need for cash transactions) and financial hardship. Opportunities for Middlebury direct charges will be used before a per diem will be issued.

If you receive a per diem, you must track your expenses and submit itemized receipts as if you were being reimbursed. Any unused funds may need to be returned to Middlebury.

Ineligible Expenses

Personal items and expenses will not be reimbursed. Examples include but are not limited to:

• Personal car repairs
• Personal computer/phone repairs or replacement
• Non-specialized, non-project-specific clothing, gear or supplies
• Expensive meals exceeding the approved budget 

Changes to Approved Project Budget

If you make changes to your project budget, send UR a revised budget in advance for approval.