URSCA Forms
Explore this page to find all the forms related to URSCA.
Award Access
Award funds are not automatically disbursed and cannot be issued without proper receipts of the expense. Expenses must be in Workday to be fundable.
Stipends: To receive a stipend that you have been awarded, you will need to email ursca@uwrf.edu with a copy of your award letter and when you would like Financial Aid to add your stipend.
Falcon Travel Grant, USE S&E, Mentor Awards: To use funds from your Falcon Travel Grant award, USE S&E award or Mentor award, you will need to pay for the items/services, enter them in Workday and then submit a completed Request For Transfer with all the supporting documents to ursca@uwrf.edu. See the appropriate section below for more specific information for your type of request.
All reimbursements will need to be submitted within 45 days of the expense or at least 30 days before the student graduates, whichever comes first. To help ensure that the funds cover your Workday expenses before the end of the fiscal year, please submit a complete Request For Transfer before June 1.
It is recommended that the expenses are paid through the department of the student's mentor to avoid delays in reimbursement. If the expenses are paid by the student out-of-pocket, there are additional steps to receive the reimbursement (see below).
Request For Transfer Form
This form is used for all fund requests including USE, Falcon Travel Grant and mentor funds. Please see instructions for your award below.
Student Award Reimbursement
Expenses Paid By Mentor's Department
For faster processing, it is recommended that the expenses related to the student's grant are paid from their mentor's department.
The mentor's department will submit a completed Request For Transfer Form, along with the requested additional documents, to ursca@uwrf.edu to provide the URSCA Office the information that is needed to complete an internal transfer between the student's department and the URSCA Office. Please make sure to fill it out completely and attach all the requested documents to avoid delay in fund transfers. There are instructions embedded in the form, so if you want more information about how fill out a field, open the form in Adobe Reader and hover over the field. Please contact the URSCA Office if you have any additional questions about how to fill out the form.
Request for Transfer Form (All fields must be completed)
- A list of all students on the award and each of their W#s
- Receipts of purchases that follow grant guidelines and receipt requirements
- The Workday documentation of each item that was purchased through the department
- Student’s grant letter
- (For Falcon Travel Grant) Proof that the event did occur and that the student did attend
The compiled documents should be in PDF format and sent over to URSCA.
If the department only covered part of the student’s expenses and had the student cover the remaining expenses, please move to the next section about how students may receive their refund.
Expenses Paid By Student
Students who have paid for their travel or supply expenses out of pocket will receive a reimbursement check. To receive your check, you must be in the UW accounting system either as a student worker (anywhere in the UW system) or as an External Committee Member (ECM). Talk to your mentor about getting added as an ECM if you are not a student worker. They will need to request this from their department's Expense Data Entry Specialist (EDES).
Supporting Documents Needed:
- A list of all students on the award and each of their W#s
- Receipts of purchases that follow grant guidelines and receipt requirements
- Your grant letter
- (For Falcon Travel Grant) Proof that the event did occur and that you did attend
Once you are in the system, your mentor's department EDES may input your expenses for our office to review.
Submitting Expenses On Behalf of Other Employees: Instructions for Expense Data Entry Specialists who are setting up reimbursements for student out-of-pocket expenses.
Mentor Award Reimbursement
Mentor Reimbursement
URSCA can only release funds for actual expenses, and the expenses must be in Workday. Mentors will need to submit an Expense Report or Travel Expense Report with their department and submit a completed Request For Transfer Form to ursca@uwrf.edu with the supporting documents. Once everything is submitted, our office will be able to review the information and process your request.
Supporting Documents Needed:
- Receipts of purchases that follow grant guidelines and receipt requirements.
- Mentor's grant letter (If you did not receive a grant letter, please send the student's grant letter).
- Workday report showing the expense information in your department's account.
E-Reimbursement Guides
View the full list of user guides for e-reimbursements.
Submitting Expenses On Behalf of Other Employees: Instructions for Expense Data Entry Specialists who are setting up reimbursements for student out-of-pocket expenses.
Student Travel Forms
If you are traveling to a conference as a group through the URSCA Office, please complete and submit the forms below prior to travel. All forms may be emailed to URSCA@uwrf.edu.
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