Most URO award payments, excluding the Kellogg fellows, are through reimbursement or direct charge of expenses. Check your award letter or the specific funding info page for additional details and a reimbursement form to submit.

When conducting research supported by URO you are a representative of Middlebury College and should act accordingly. You are also expected to properly steward your award which includes: spending appropriately (no personal items or alcohol) and accurately reporting expenses (including itemized original receipts).

Items are generally reimbursed as outlined in your budget. Changes will be reviewed as needed. Any expenses deemed excessively high or unnecessary may be refused for reimbursement.

Expenses can be submitted to an agent of Middlebury College only once. If you receive additional funding for a project you must update all sources on the amounts and covered expenses.

Payment Timeline

During your project: Keep a log of your activities and expenses, including any travel, mileage, and original receipts (see additional info on tracking your expenses below).

After your project: If you applied for funding though the online portal, once you have accepted your funding award then steps to get reimbursed and other information will be available. Upload your tracking log, and scanned or email receipts and submit. Otherwise, complete the URO Funding Receipts and Summary Form by tallying your expenses and answering the questions.

Reimbursements: These can take 2-3 weeks to process. Seniors, if you are graduating and closing a bank account please plan accordingly.

Direct deposit: Before submitting, confirm you are setup for direct deposit with Middlebury to receive your reimbursement.

Direct charges: Some items may be directly charged to Middlebury. For example, supplies may be ordered through a department. Other expenses may be directly charged through a faculty or staff college credit card. See more specific information about equipment and supplies or travel.

Tracking Funding

To submit a funding application budget, you can use the URO Budget Template.

For human subject payments use Middlebury’s Research Participant and Gift Log.

If you’re in an area with smartphone access, free and low-priced apps are available to track expenses. The most helpful ones allow categorizing, notes, photos of receipts and exporting of a report for project documentation.

Tax Information

Currently all URO awards may be considered financial aid or taxable income.

For awards not processed through student employment as wages:

  • U.S. citizens, funding amounts will likely be reported on your 1098T.
  • Non-U.S. citizens need to contact Middlebury’s tax office if they do not know their particular circumstances. Depending on the status of a Non-US citizen’s paperwork and country of residence, taxes up to 14% may be withheld when the reimbursement is processed.

The impact these awards may have on an individual’s annual tax returns varies. Contact the tax office for further clarification.

Generally, the following expense-based reimbursements for students will not be subject to reporting or withholdings:

  • Activity required to complete a credit-bearing course (senior research project funding)
  • Presenting research as a representative of the college (academic travel funding for presenters)
  • Supplies or travel associated with a research assistant position

Center for Teaching, Learning, and Research
Davis Family Library, Suite 225
Middlebury, VT 05753