How to Request to Use Your Research Funds

  1. The preapproval process is described in detail in the SOC Office Policy Handbook pg. 5 – 6. (https://comm.osu.edu/sites/default/files/2022-08/soc_office_policy_handbook_22-23_08292022.pdf) 
  2. Get approval through one of the following streams:
    1. Here is the link to complete a human subjects preapproval (https://comm.osu.edu/human-subject-payments-cash-advance-preapproval). 
    2. The link to create a purchase preapproval for other research-related expenses (https://comm.osu.edu/about-us/internal-resources/purchase-preapproval). 
    3. If you want to use your research funds for participant panels, workshops, smaller conferences (not NCA/ICA/AEJMC*), or a conference you were not accepted to, you will need to formally request to use them. You need to petition the Graduate Studies Committee (GSC) by writing a letter detailing: 
      • explain what you want to use the funds on 
      • how much you need 
      • why it is essential towards your degree progress/dissertation/academic development 
      • include a support statement (can be an email) from your advisor
    4. Send this letter to  Kylie,  and she will send it to the GSC.
  3. Once you are approved, you will create a spend authorization in Workday: 
    1. Select ‘menu’ and then ‘expenses.’ 
    2. Select ‘Spend Authorization 
    3. For the description, state what the funds are being used for (e.g., a specific conference, participants for XXX study, etc.) 
    4. Select the appropriate Business Purpose 
    5. Fill out the justification with exhaustive detail.  
    6. In the attachments section, include your receipts of purchase. If you are booking a flight, make sure to take screenshots (with a visible timestamp) of comparison flights to show that yours is the cheapest available option.* 
      • *If purchasing multiple things, you will need to add multiple spend authorization lines (e.g., you are using your funds to pay someone to build you a website for an experiment as well as paying participants; each of these would have a separate spend authorization line) 
    7. Once your spend authorization has been approved, email the SOC’s office coordinator for reimbursement. 

 Examples of when you may use your research funds: 

  1. You are conducting a content analysis, but you do not have access to the streaming service needed for a television show. You can request to use your research funds to pay for this streaming service. 
  2. To pay for human subjects in an experiment or survey. 
  3. To pay someone to create something for a study for you (e.g., a website, a simple game, etc.)