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Undergraduate Research Center

Undergraduate Research Center

Program Details

Proprietary Details

If you are pursuing proprietary work, information regarding the University's guidelines can be reviewed here. Any questions about permitted disclosures should be directed to the Dean or Chair of the appropriate Division or Department or to the University's legal counsel.

IRB/iAcuc approval

If your project requires IRB or IACUC approval, funds will not be released until approval notice is forwarded to Leah O'Grady, leah.ogrady@du.edu.

International Travel

If you plan to travel abroad, for your research you must register your travel at least one week prior to departure. All URC participants must register their travel as an Experiential Learner in DU Passport.

Once you have started the registration process, you must log in to DU Passport with the general DU Passport link to make any edits or changes. Registration should take between 15 to 20 minutes to complete.

Registering your travel allows DU to better provide support before you depart and while in country while also adhering to DU policy. Do note that failure to register can result in the disallowance of funding or academic credit

International Travel Resources:

Grant disbursement

There are three main ways that funds may be distributed to students through the Summer Research Grant, Partners in Scholarship, or Student Scholar Travel Fund programs. First, stipends may be established through Payroll for your work (for Summer Research Grants & Emerging Scholars Fellowships only). Second, reimbursements can be made directly to you for purchases related to the project. Third, the URC can transfer money directly to your faculty partner's department. Other, less common forms of disbursement are listed below.

IMPORTANT NOTE: Summer Grant funds must be spent by September 1st.  Students receiving any other type of grant funding have until June 30th (i.e. the majority of the academic year) to spend their grant funding.  

1. STIPENDS (Summer Research Grants & Emerging Scholars Fellowships only)

Only Summer Grant award winners can request stipends, at a rate of $14.00/hour. Stipends are taxed and an 1.7% fringe rate will be deducted. For example, a $2,949 stipend would have $51 taken out as fringe. The remaining $2,949 would be taxed like any regular job.

You will be hired by the University as a non-benefited employee, meaning that you must complete a background check, the I9 form, and the W4 form. You will receive a monthly paycheck, depending on the amount of the award and the project timeline. 

Next steps:

  1. Background check email – Look for the HireRight email to complete your background check (it may appear in your junk mail folder)
  2. Submit your W4 form through Pioneerweb
  3. Complete the remainder of the I9 form process by bringing one of the following forms of original and unexpired (no copies will be accepted) personal identification to Human Resources (Mary Reed, 4th floor):
    1. Your passport OR
    2. Your driver's license AND your social security card
  4. If you are an international student, see Carol Montealegre (Carol.Montealegre@du.edu) in Shared Services
  5. Set up direct deposit on PioneerWeb

2. REIMBURSEMENTS TO THE STUDENT

Any supplies that you purchase yourself are reimbursable as long as you submit original, itemized receipts. It is very important that you not pay sales tax, as it will NOT be reimbursed. You must obtain the tax exempt number for the University from the URC office. Please tape receipts to an 8 ½ " x 11" paper with explanations, if necessary, and your student ID number. Submit to Leah O'Grady in Mary Reed 301. Please allow up to 10 days for your check to arrive after submitting it to URC staff.

        ***Please note, original itemized receipts must be provided for all expenses. ***

Reimbursements will be disbursed in one of two ways. 1-Sent to the mailing address you have on file with the school. 2-Sent as a direct deposit to the bank account you have set up with the school. To check your mailing address or your bank information please check your student tab in PioneerWeb. There you can update your mailing address or set up a direct deposit.

If funding for equipment is requested, this equipment becomes property of the department or the specific faculty partner's lab for use in further research.

3. DEPARTMENT TRANSFERS

Supplies and materials may be ordered by your department. URC staff can work with departmental contacts responsible for ordering supplies. Please have your departmental administrator contact Leah O'Grady to arrange the payment. The departmental administrator and/or the student must provide either an explanatory email or copies of documentation so that disbursements can be approved and tracked.  

4. OTHER FORMS OF PAYMENT

  1. Payment for Service

    1. If you are receiving services from an individual (e.g. paying an accompanist for a recording), that individual must be set up as a vendor in the DU system. You need to obtain an invoice from the individual, and then they will be paid directly. To set up a vendor, the individual should submit a W9 form to Leah O'Grady (leah.ogrady@du.edu).

  2. Human Subject Compensation
    1. If you have budgeted to compensate subjects for their time, you need to follow the appropriate procedures. Contact Leah O'Grady (leah.ogrady@du.edu)to arrange for a cash advance, if necessary, and to ensure that you are cataloging the payments properly.
  3. Travel and Conferences
    1. If your award includes travel (plane, train, car) and/or conference attendance please contact URC staff BEFORE you reserve or purchase anything. You should plan to keep all receipts unless told otherwise by URC staff.
  4. Payment to Outside Partner
    1. The outside partner should submit an invoice to the Undergraduate Research Center via email to Leah O'Grady (leah.ogrady@du.edu).