Based on the information you provided, your payment is considered a scholarship under the University's Student Payment Guidelines. Institutional funds provided for travel expenses for any other reason must be considered as financial aid (scholarship or fellowship). Funds may be provided through the SIS or Chrome River, but if Chrome River is used, the amount provided must be recorded in the SIS as financial aid whether the student has applied for financial aid or not. Regardless of the payment method, there may be limits on when and how much can be paid to, or on behalf of a federal aid recipient.
Since the student's travel is related to his/her academic program, you may submit the Specific Educational Expense Form (SEF). The SEF is intended to account for additional educational expenses that are not already included in the standard cost of attendance. You may submit the SEF template if you are providing information for several students. Both of these documents can be submitted to our office via the Contact Form on this website.