STIPENDS, REIMBURSEMENTS, & ALLOWANCES FAQ

1. How can I figure out how much I am to be paid?

  • The formula for the total stipend for those who have requested a moving allowance is as follows:

(Position or academic status x Number of weeks) + ($250 x Number of weeks) = Total stipend

  • The formula for the total stipend for those who have not requested a moving allowance is as follows:

Position or academic status x Number of weeks = Total stipend

2. How often are participants paid?

  • Participants are paid in four installments. The first three payments are 30% of the total stipend, and the last payment is 10% of the total stipend.

3. When are payments made?

  • Payments are made on the 1st and 16th of each month, or the next business day thereafter if the 1st or 16th falls on a weekend.

4. A federal holiday (Memorial Day or Independence Day) takes place during my fellowship tenure. How does this affect my payments?

  • Participants are not expected to work on federal holidays and will receive their regular stipend payments. However, as the Temporary Moving Allowance ($50 per work day) does not cover weekends or federal holidays, participants will not be paid $50 for days that fall on a weekend or federal holiday. Consequently, depending on how many federal holidays occur during tenure, $50 or $100 will be subtracted from the participant's final payment.

5. I have started my fellowship; why haven’t I received my first payment?

  •  The first payment will be made only after the participant’s Official Start Date Form has been received by ASEE.

6. I have finished my fellowship; why haven’t I received my final payment?

  • The final payment will be made only after all final paperwork (final report coversheet and abstract, final report, patent and inventions disclosure, and evaluation) has been received by ASEE.

7. Does ASEE deduct taxes from the stipend payments?

  • No, participants are responsible for filing their taxes for the payments they receive. ASEE will send each participant a 1099 tax form in January or early February following the summer fellowship.

8. Do participants receive a pay stub for the payments they receive?

  • No, for security reasons, participants are not sent a pay stub. Please see #1 above for the stipend payment calculation.

9. How can participants claim reimbursement for their travel to and from the lab facility?

  • When traveling with a personal vehicle, participants must submit the following:

                                                   i.      Travel Reimbursement Request Form

                                                 ii.      Number of miles driven (roundtrip)

                                                iii.      Two maps indicating the number of miles and which route was taken: The first map should include the mileage for your trip to the lab (or your summer accommodations), and the second map should include the mileage for your return trip.

Two maps are required as the mileage sometimes differs.

  • When traveling by air, participants must submit the following:

                                                   i.      Travel Reimbursement Request Form

                                                 ii.      Airline ticket receipt

                                                iii.      Copies of boarding passes

                                               iv.      Copies of baggage fees

Please note that any air travel exceeding $500 (roundtrip) must first be approved by ASEE.

  • When traveling via local transportation (e.g., taxi, shuttle bus, metro), participants must submit the following:

                                                   i.      Travel Reimbursement Request Form

                                                 ii.      Copies of receipts for local transportation 

10. Does ASSE cover the expenses for a rental car during participants’ tenure at the lab?

  • No, ASEE does not cover the cost of a rental car during participants’ tenure at the lab. With prior approval, however, participants may be reimbursed for mileage accrued if using a rental car instead of one's own private vehicle. The mileage will be reimbursed at $.51/mile. The rental car, insurance, additional mileage, and any other accompanying fees will not be reimbursed.

11. Does ASEE cover the expense of travel insurance?

  • No, ASEE does not cover the expense of travel insurance.

12. Does ASEE reimburse the costs for participants’ families to travel with them?

  • No, ASEE reimburses the costs for participants only.

13. Does ASEE reimburse for tolls, gas, or overnight lodging?

  • The mileage rate of $.51/mile is inclusive of all expenses incurred during automobile travel. This includes tolls, gas, and lodging. ASEE also does not reimburse for an overnight hotel stay if travel to the lab cannot be completed in one day.

14. Does ASEE reimburse for items not listed on the Relocation Allowance Request Form?

  • ASEE reimburses for only the items listed on the form. These include: airfare, baggage fees, local transportation (bus, metro, taxi, ferry), and auto mileage when the vehicle is driven by the participant. If you wish to be reimbursed for an item not listed on the form, your request must be made in writing and sent to sffp@asee.org. Only pre-approved requests are eligible for reimbursement.

15. How can participants claim a daily expense allowance?

  • Participants can claim reimbursement for their daily expenses by submitting the Relocation Allowance Request Form on which they include their summer leave address.

Please note: Participants must have relocated more than 50 miles away from their home address in order to receive this allowance.

16. Can participants be reimbursed for mileage if they have not relocated but have a long commute to the lab each day?

  • Participants may claim reimbursement only if they have relocated for the summer.

17. Am I permitted to receive funding from another federal source during my tenure?

  • Participants may not receive funding from other federal sources (including research grants and contracts) during their fellowship appointment.