- Federal regulations require all external scholarships and financial resources received by a student are to be included as part of their financial aid package. Students may not receive financial aid including external resources in excess of the annual cost of attendance (COA) at Ohio State.
- EHE student travel awards funds will be issued directly to the student through the Office of Student Financial Aid and will reflect as a “refund” on the student’s statement of account.
- There may be some situations in which a student cannot receive their travel funds directly through the Office of Student Financial Aid to be reflected as a “refund” on the statement of account. For this reason, it is imperative that students plan ahead and submit their applications prior to purchasing travel. Instead, they would work with the Fiscal Coordinator via the Spend Authorization process. These situations include:
- Student is traveling on university business (i.e., required for university employment experience, representing a unit at a conference), then the student must submit their travel through the university travel system.
- Student athlete
- Student has met Cost of Attendance (COA).
- Note: If a student does not indicate on the application that they have exceeded cost of attendance, then this could delay the travel grant awarding process as the funding would be reported to the Office of Student Financial Aid who would review and send a notification of the COA being exceeded. Then the student would need to be notified that the spend authorization process needs to be pursued. This entire process could take several weeks.
- Student is receiving funds from an OSP grant.
- Student is receiving additional funding in which a spend authorization is required, such as Ray Travel Award or Women’s Place grant.
- There may be some situations in which a student cannot receive their travel funds directly through the Office of Student Financial Aid to be reflected as a “refund” on the statement of account. For this reason, it is imperative that students plan ahead and submit their applications prior to purchasing travel. Instead, they would work with the Fiscal Coordinator via the Spend Authorization process. These situations include:
- Upon application approval, students will be notified via email of the award. In order to receive an award and be eligible for future awards, students must follow the guidelines and action items as requested by the GA Manager and Fiscal Coordinator (if applicable) within the timeframes requested. Failure to meet deadlines can result in loss of award and/or eligibility for future awards.
- In the event that EHE student travel award funds will be issued directly to the student, such as through a reimbursement, the funds will be reported through the Office of Student Financial Aid.
- The Graduate Student Travel Award application is accepted at any time during the year, however, the application must be submitted and approved prior to travel taking place.
- It is recommended that students plan ahead and apply a semester (at least 3 months) prior to the travel taking place if not earlier because
- Award requests that are made to the Office of Financial Aid will be subject to the processing policies of the Office of Financial Aid, and the timing of the deposit is determined by that office, not by the College.
- Award requests moving through the Spend Authorization process requires students to work with a Fiscal Coordinator the funding is allocated by working with a Fiscal Coordinator to purchase registration, flight, and/or lodging.
- It is recommended that students plan ahead and apply a semester (at least 3 months) prior to the travel taking place if not earlier because