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REU Procedures

Texas State University Procedures for NSF Reserach
Experience for Undergraduate (REU) Grants


Program Summary

The National Science Foundation (NSF) Research Experience for Undergraduates (REU) program provides opportunities for undergraduate students to participate in active mathematics, science and engineering research experiences. REU projects involve students in meaningful ways in ongoing research programs or in research projects specially designed for this purpose.[1]


REU Award Package

REU participants’ costs related to housing & meals, travel to and from Texas State, and a stipend for living expenses are paid directly or reimbursed by the university while the students are participating in the REU program at Texas State.  In addition, the participants receive access to the Texas State Library, Campus Recreational Facilities, and a Texas State computing services while enrolled in the program.  All other incidental expenses are the responsibility of the participant.

Participants will be given non-compensatory stipends and reimbursements that have not been subjected to federal income tax withholding. Students will not receive an IRS Form 1099-MISC or IRS Form 1098-T as the non-compensatory stipends are not reportable.  However, the non-compensatory stipends are taxable, and other payments may be as well.  Participants should consult their tax professional for tax advice to determine if they are required to report all or a portion of the payments received as income when filing their personal income taxes.


Texas State Process and Procedures to Issue Access to Required Services and to Setup Payments for Participants

The following processes and related forms should be completed by the administrative support for the REU grant program:


Prior to Participants' Arrival


A new, unpaid New Position Data Form (NPDF) form should be completed to establish one group position titled NON-PAID Student –REU Program. Upon creation of the group position, an Add Non-Pay PCR should be created for each participant. Required information includes: effective date, first, middle and last name, social security number, date of birth, reason for hire (University Affiliation), group position number, FTE (100%), accounting information and completion of the comments section. Upon PCR receipt in the HR MDC and once processed, creation of an unpaid appointment per participant will be established and a Person Identification Number (Person ID) will be assigned in SAP. An Authorization for Direct Deposit Form should be completed and routed to Accounting to facilitate payments via ACH for Accounts Payable and Travel. *NOTE: Creation of a Non-Pay appointment in SAP does not populate IT0009-Bank Details.


3.       Once the participant has been established as an unpaid employee in the HR system, a vendor number may be established to allow for reimbursements and stipend payments through Accounts Payable and Travel.  Administrative support personnel for the REU grant account may request the creation of a vendor number for each participant by completing the web-based Form FS-02 located on the FI Master Data Center (FIMDC) Resources and Forms webpage.  Form FS-02 is a simplified, 5-entry form that will streamline the creation of vendor numbers.

4.       Using the participant’s vendor number, a travel request should be created prior to their travel to establish authorization to travel and authorization to reimburse travel.  These travel requests can be processed via TRAVELTracks beginning June 1, 2011, as the participants will be recognized as an employee in SAP.

5.       Charges for airfare, bus, rail, rental vehicles, and some hotels may be paid directly by Texas State on-behalf of the participants.  An approved travel request must exist in order to make arrangements for direct billings.  Contact the Travel Office at 5-2775 or for assistance.

6.      For students enrolled at Texas State, the manager of the grant program will need to provide to Financial Aid and Scholarships, as early as possible, each grant recipient’s name, ID number and total award amounts per corresponding semester. These grant amounts will then be taken into consideration when awarding or adjusting a student’s financial aid package in order to ensure compliance with applicable federal and state financial aid rules and regulations.

8.       A communication should be sent to each participant informing them of the potential tax liabilities of receiving payments under the grant, as well as reminding them of their obligation to report the payments received under the grant to their home school’s Financial Aid Office.  Sample language can be found here:  __________________________________.

9.       During the proposal process, the PI should indicate in writing to OSP the number of dorm bed nights needed for the program.  Two options exist for dorm rooms.  First, the program can pay outright for the use of dorm bed space.  In this case, the PI must work directly with Residence Life for reservations, providing notification of the arrangements to OSP.  The second option if for the PI to apply for the limited number of dorm beds provided for sponsored programs by Residence Life.  Once the application for these rooms is received, OSP will reserve the spaces with Residence Life.  The Life Safety fee (surcharge) must be covered as a direct cost and cannot be waived.    

10.   To secure meal plans for the participants, the PI must work directly with Auxiliary Services, providing notification of the arrangements to OSP.


Subsequent to Participants' Arrival 

1.       Travel reimbursements may be processed through the Travel Office, with an approved travel request.  Reimbursement requests may be processed via TRAVELTracks when the authorizing travel request was processed in TRAVELTracks.

2.       Reimbursements other than travel may be processed through Accounts Payable following normal university payment processing guidelines.

[1] NSF REU Program Announcement