Award Process

Step 1: Accepting the Award and Award Conditions

Within two weeks of receiving your award letter, please submit the following information via the Award Agreement Form:

Edits to your 100-word abstract of the proposed research.
Edits to your short biography (written in third person) for the center’s website.
Your headshot photograph for the center’s website.
Confirmation of your signed SU-18 Patent and Copyright Agreement. You can sign these forms electronically via the footer's legal section on your Axess page.

Step 2: Compliance / IRB

Obtain IRB approval for projects involving human subjects.For more information please watch the IRB Workshop video, and review the IRB handout and presentation.
Obtain travel/field research approval if required under the university's research guidance.

Step 3: Funds Utilization - Contracts and Stipends

Spend your award funding within 12 months of the award. If your research changes or if you need additional time, please see the revision requests and extension requests section.
You may request to disburse your award funds either through the contracts process, in which the university pays vendors directly, or via a stipend for eligible expenses. Please note that Travel Awards are not eligible for contract work and funds will only be processed through a stipend.
You may file up to two stipend releases. To request your funds complete the Stipend Disbursement Request form (Stipend Disbursement Request 1 or Stipend Disbursement Request 2). Please use the budget template for your funding request.
After submitting a funding disbursement request, you can typically expect to receive your stipend funds via the Graduate Funding System (GFS) in approximately two to three weeks. Your funding will be transferred to your direct deposit account set up on Axess. You can check on the status of your funds on Axess.
For more information on contracts and the Upwork process, please visit GSRF Contract Process page.
Please note that you must be registered in the quarter in which you receive funds.

★ Revision Requests

We recognize that your research design may change from your initial application based on feedback from research partners, advisors, and peers, and evolving circumstances at your research site.

If this is the case, after you discuss the changes with your advisor and your advisor approves the new design, you are required to fill out the Research Revision Request form and receive approval from the King Center for changes to your initial proposal. Please note that this should be done before you submit a request for funds and that submitting a research revision request does not guarantee that it will be approved.

★ Extension Requests

Funds are expected to be spent within 12 months of your initial award. If you need more time to complete your research, you may request a no-cost extension by submitting the Extension Request form. Please note that submitting a request for an extension does not guarantee it will be approved, and you must complete all work before you graduate or leave Stanford.

Step 4: Final Completion Requirements

You are required to submit a short update on your research and a final budget within six months after your final transfer of funds is disbursed. Please submit the following information via the Final Report and Budget Submission Form:

Final budget detailing your expenses using this budget template
Brief report on the research and findings, written in non-technical language, and including:
- Research topic and a short summary
- Research stage and findings
- Impact of the award on research
- Next steps and future plans that may be of interest to the donor(s)
- The recipient's future academic and/or professional career plans
- Several digital photographs highlighting the research (if possible)

Step 5: Acknowledge Support

In your dissertation, as well as any resulting publications, acknowledge that the research was supported by the Stanford King Center on Global Development’s Graduate Student Research Funding.
You may be invited to present your work at a workshop or seminar organized by the King Center.

Taxes

International students may have taxes deducted before stipend funds are released.
Stipends may be considered taxable for the recipient. The tax obligation varies according to the student's total income, dependency status, treaty status for international students, and individual circumstances. See this page for information.
Residents of certain countries may be able to claim a tax treaty benefit for reduced federal taxation.
For assistance with tax withholding, tax treaty and tax form issues, submit a Support Request and visit this Student Services website page for more tax information.

Student Financial Services, the Bechtel International Center, and Stanford’s Fingate provide additional information regarding tax considerations.

Travel

Booking Travel Through Stanford Travel

Booking travel through the Stanford Travel Program offers multiple benefits for students traveling with research funds. The program includes four booking channels: Egencia, Key Travel, StudentUniverse, and United Corporate Direct, each providing unique features and discounts on airfare, hotels, and rental cars.

Benefits of using Stanford Travel:

Convenience: All travel receipts, itineraries, and booking updates are automatically forwarded to the Stanford Travel Registry, simplifying record-keeping and reimbursement processes.
Support: The Stanford Travel team advocates for travelers, providing assistance with name change waivers and utilization of unused tickets, ensuring that travelers receive maximum value and support. Learn more on managing expenses related to travel cancellations.

If travel is not booked through Stanford Travel channels (which automatically forwards itinerary to risk management), you will be required to use Stanford’s itinerary-forwarding service to provide the university with information on the location of Stanford travelers.

For the latest Stanford Travel updates please visit Stanford Travel Updates and Hot Topics.

Choosing the Right Booking Options

Hotel Rates: It is recommended that you book hotel rooms with flexible cancellation policies, even if they cost more, to avoid potential loss of funds if your plans change. Non-refundable rates, while cheaper, are risky and not modifiable. Learn more on the lodging policy page.
Airfare: Non-refundable fares are generally preferred due to their lower cost, but refundable fares may be appropriate if they are similarly priced or the only option available. Selecting the most direct flight route is encouraged, even if it is more expensive, to reduce travel time and environmental impact. Learn more on the airfare policy page.

If you have questions or concerns about research-related travel—especially if you're inexperienced with university travel or your destination—contact globalrisk@stanford.edu for guidance and consult with your faculty mentors.

Frequently Asked Questions

Q: Do I submit a disbursement request before or after I incur expenses?
A: You can submit your funding disbursement before you begin incurring expenses if you are ready to begin making plans for the work funded by this award. Using the budget template, please estimate your total expected expenses noting what the requested funds will be used for as well as the timeline of expenditures. Please note that you may only make one request for funding per quarter.

Q: Do I need to submit my receipts for reimbursement?
A: No, we do not need your receipts; the stipend is in lieu of the King Center processing reimbursements or paying organizations directly. We ask that you request the amount needed each quarter for your expected research expenses using the budget template and share how you used your funds in your completion form.

Q: I would like to begin my research, but I’m still awaiting my IRB approval. How can I proceed?
A: No funds will be disbursed until the awardee obtains travel and/or field research approval, if required under the university’s current research guidance.

The King Center on Global Development has no jurisdiction over the IRB process and can not comment on the specifics of your approval or denial. If you have specific questions on the university’s IRB guidelines, please contact the Research Compliance Office directly.

You may choose to use personal funding to book your travel in advance of IRB approval (you are welcome to use Stanford Travel channels), but your King Center research funding will not be processed until your IRB is approved and submitted to the King Center.

Q: I am encountering an error message when attempting to submit a form. What should I do?
A: If you find a form is not loading, not responding, or failing to display certain items, the cause may be related to your browser, browser version, or browser extensions or add-ons.

Verify that you are using the most up to date version of your browsers. If so, and you continue to encounter the same message, please try using another browser.

Contact Information and Support

If you have questions, reach out to kingcenter_programs@stanford.edu.

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