The graduate student coordinator's responsibilities generally include the following:
- Plan and implement the workshop’s program with your sponsoring faculty as described in your workshop proposal.
- Arrange travel, lodging, and honorarium for visiting speakers.
- Arrange meeting rooms, refreshments, and/or receptions and dinners.
- Submit receipts for payment in a timely manner and keep track of the workshop expenditures.
- Assist with reapplication process and report of workshop activities at the end of the academic year.
Coordinator Stipend Payments
Stipends for student coordinators are handled through the Graduate School. The Mellon Workshop stipend supplement amounts to $2,000 per year; it will be awarded in two equal payments at the beginning of each semester of the workshop.
Coordinators' pay stubs will not show a separate payment for work on the Mellon Graduate Workshop. The only way students can know their stipends have been paid is by the increased amount on their checks during that pay period. Any changes in a student’s funding or academic status must be reported to the Graduate School as soon a change occurs. Failure to report any changes in status may result in a payroll-processing delay, or a demand for the return of funds.
Workshop Budgets
Funds are allocated to a workshop on the basis of a budget, submitted to the Graduate School after a proposed workshop has been approved. Workshops may not exceed budgeted amounts, nor may coordinators commit funds for expenditures not described in their workshop's budget. Coordinators may request a report of their workshop’s current account from the Graduate School at any time.
Photocopying
Coordinators may choose to use the Metcalf Copy Center to photocopy materials for workshop discussion. The Graduate School can arrange with the Metcalf supervisor to have charges sent directly to our office for payment. The Graduate School cannot pay for photocopy charges unless we know which workshop generated them, so coordinators must write the name of their workshop on each photocopy charge form. If you choose to use an off-campus photocopying service, you will have to pay for your copies and submit the receipt for reimbursement.
Supplies
Office supplies can be purchased for the workshop with expenses/receipts submitted to the Graduate School, but any supplies become the property of that workshop. If coordinators need to order a large amount of supplies, they should request them directly through the Graduate School with an explanation of the request. We will place the order.
How to Submit Receipts
Receipts submitted for reimbursement must be originals, and should preferably be mounted on one side of a plain sheet of paper. Please specify:
- The purpose of the expense.
- The name of the person to be reimbursed.
- The address where a reimbursement check should be mailed.
- The workshop which is to be charged for this expense.
If a charge is to be shared among workshops, or if it is being subsidized by a controibution from another office or department on campus, please specify the amount each party is contributing to the expense.
Hospitality Expenses
A maximum of $500 can be used for hospitality expenses, which consist of monies spent purchasing refreshments for a workshop meeting, a reception following a lecture, and expenses incurred at restaurants with workshop participants, such as taking a visiting lecturer out to dinner. For such events, original receipts are required and should be attached to the Business Meals & Hospitality Form upon request for reimbursement. No alcohol can be provided at a University event without prior approval from the Purchasing department. At any event where food expenses are incurred, the number of participants at the event must be submitted along with the receipt(s) and a list of attendees and their affiliations.
Lost Receipts
In the event that a receipt is lost or was not provided the person seeking reimbursement must provide a note explaining the expense, the amount to be reimbursed, and certify that the original receipt has been lost/damaged/not provided.
Visiting Scholars
In order to pay a visiting scholars in a timely fashion, the Graduate School will need the following information as soon as the visiting scholar agrees to come to Brown:
- Name of visiting scholar
- Affiliation
- Email address
- Mailing address
- Phone number/s
- Amount of honoraria
- Date of visit
- A short paragraph describing the visiting scholar's credentials and why he or she was selected as a speaker
Expenses incurred by visiting scholars are reimbursed using a Travel Expense Report, which is available online. The Travel Expense Report must be signed by the visiting scholar and include original receipts. Since some travel expenses may be incurred after a guest has left Providence, the guest may mail the form, along with receipts, to the workshop coordinator upon his or her return. All original receipts should be submitted to Nancy Picard for processing.
The Travel Expense Report is also used for visiting scholars driving to Providence. The mileage reimbursement rate is $0.36 per mile. No receipts are necessary for mileage reimbursement. Mileage will only be reimbursed up to the amount of an equivalent airfare.) When overnight accommodation is required for a visiting speaker, workshop coordinators should reserve rooms at the Inn at Brown, 401-863-7500.
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