If you are a WashU faculty or staff member, or work in a WashU department, it is possible for you to receive reimbursement in advance of project completion through an Inter-Department (ID) Transfer, pending department approval. If you are unsure if an ID Transfer is possible for your grant award, please contact the sub-grant committee chair or CivicEngagementFund@wustl.edu.

Step-by-Step Inter-Department Transfer Process

If you are NOT a WashU faculty or staff member, or do not want to be paid through your department, see Information for Grant Recipients.

Step 1: Sign and submit the Grant Acceptance Form

Submit the online grant acceptance form within 7 days of your award notification. This confirms the acceptance of the grant.

Step 2: Work with your department to set up an unrestricted ledger class 12 account and ID the Gephardt Institute.

If you and your department are unsure of what this is, please email CivicEngagementFund@wustl.edu

Step 3: Email our Civic Engagement Fund Coordinator to notify us of the unrestricted ledger class 12 account, and provide the name and email of your department’s financial contact.

Step 4: Throughout your project/event, keep all ORIGINAL receipts that clearly break down the purchase(s) by line item and indicate paid in full.

We will ask that you turn in all original receipts. 

Step 5: Throughout your project/event, keep track of how many members of the WashU community and non-WashU community participated and engaged with your work. This will be be required as part of your summary report.

If there are less than 13 people at any event or project that involves food or other social expenses, you must record all of their names for reimbursement processes.

Step 6: Turn in your summary report using the online form.

Submit the online form within 30 days of project completion. 

Step 7: Turn in all original receipts and any photos taken during the project/event to CivicEngagementFund@wustl.edu

Any funds not spent will need to be reimbursed to the Gephardt Institute via Inter-Department Transfer.

If you would like your students to utilize the CarShare Fund to make course-based transportation easier, please reach out to Stephanie Kurtzman.

If you have questions regarding reimbursement, please email CivicEngagementFund@wustl.edu.