Research Funding for PhD Students
PhD students in the Department of Linguistics are entitled to $3,000 of funding for the duration of their program. This funding may be used for research-related expenses, including but not limited to:
- Travel to/from conferences
- Equipment for fieldwork
- Paying a research participant
Before incurring expenses, students should always confirm with the Department Manager the proper way to procure particular goods and services (i.e., even though departmental funding may be used to pay a participant, it is not an allowable expense for reimbursement).
Reimbursement
The most common mechanism for using research funding is reimbursement; however, not all expenses are allowable for reimbursement, which is why it's crucial for students to be proactive, and seek guidance before incurring expenses.
Generally, reimbursement should only be used for travel-related expenses (lodging, airfare, per diems, ground transportation, etc.). Other expenses including professional memberships, equipment for fieldwork, books, paying research participants, etc. should be procured directly through the University.
For more information about the reimbursement process, allowable expenses, and proper procedures, the department's full Business and Travel Expense Policy can be read here.
IMPORTANT
Paying Consultants and Participants
Paying a consultant or research participant is not eligible for reimbursement. Faculty, staff, and students should not pay consultants with personal funds expecting to be reimbursed. The only exception is for PIs during fieldwork abroad, when University procurement methods are not reasonably accessible. See below for guidance on the proper process for paying consultants and research participants using research funding.
Funding and Reimbursement FAQs
Answers to common questions about using your $3,000 research funding, including reimbursement, planning expenses, and how to handle participant and consultant payments.
Does the $3,000 research funding replenish?
The $3,000 is allocated for the entire duration of the PhD program and does not reset annually. Students are encouraged to plan ahead, especially for conferences they may wish to attend in later years. Funds can be used to cover full trips or partial expenses, allowing students to stretch their support over multiple opportunities.
What if $3,000 isn't enough?
In some cases, students who are working closely with a faculty member on a project may be able to arrange additional support. A faculty member may choose, at their discretion, to cover part or all of the trip if they determine it is appropriate. Any remaining expenses would be the student’s responsibility and can be covered using any remaining departmental funding, or, if those funds are exhausted, personal funds.
How do I receive reimbursement from my departmental funding?
Reimbursements are generally limited to travel-related expenses; other costs should be paid through standard University purchasing channels. Before submitting a reimbursement request, you must set up your payment elections in Workday and select “Expense Payment” as the payment type. You can do this by searching for “payment elections” in Workday.
Once your payment elections are set, submit all required supporting documentation to the Department Manager for processing. For additional details, please refer to the department’s full Business and Travel Expense Policy.
What's the difference between a consultant and a participant?
Consultants are individuals engaged to provide professional services, complete specific work, or contribute expertise to a project (e.g., annotation, translation, or research support). Participants are individuals compensated for taking part in a research study (e.g., completing questionnaires, being recorded, or participating in experimental activities).
Faculty, staff, and students are not permitted to use personal funds to pay consultants or participants and request reimbursement.
If I can't be reimbursed for participant payments, how do I pay them?
Research participants must be paid through the University's designated payment system, Candex. To make a payment, send an email to the Department Manager requesting to use either your departmental funding or grant funding (if you have it). You must include the participant's name, email address, the amount to pay, and the currency.
If I can't be reimbursed for consultant payments, how do I pay them?
Consultants must be an approved independent contractor as set up as a supplier in Workday before any work commences. See the University's Independent Contractor Policy. When you're ready to compensate them, they must be paid through the University's Supplier Invoice Request (SIR) process. To make a payment, send an email to the Department Manager requesting to use either your departmental funding or grant funding (if you have it). The documentation needed may vary depending on the supplier/IC.
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