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These include Research funds, Service accounts (funds received for various service commitments), Start-ups, and Endowed Chairs. Please reach out to OSR to discuss your individual projects as needed.

All expenses charged to these accounts must comply with the College's Expense and Reimbursement Policy and Technology Purchasing Policy. Expenses are covered by BMC’s non-profit status and, thus, personal expenses are not allowable, even on service accounts.

These funds can be used for any eligible expenses that support faculty work at the College, including research, scholarship, teaching, and professional development. All expenses must be in support of the College’s mission.

As a reminder, anything purchased with College funds, including tablets and equipment, are the property of the College.

• Acquisition of data, such as supplies for conducting experiments or database access
• Professional Development training such as workshops and conference travel not covered by the Faculty Travel Pool
• Books, documents and other materials relevant to research, course development or teaching
• Technology allowable via the Technology Purchasing Policy
• Direct travel expenses for the researcher and research staff, including students. Reimbursements of collaborators outside of the College are appropriate, but must follow specific tax regulations. Please contact your administrator for assistance. 
• Hiring research assistants is appropriate, but please contact OSR for details.
• Research-related supplies and services, including PPE (for site work as well as on labs)
• Research participation incentives or related expenses (see IRB policy on gift cards, if applicable)
• Permission fees, such as using images in a publication
• External expertise, such as evaluators, indexers, editors, graphic designers
• Professional association membership fees
• Publication and open access charges — including subvention funds
• Rental or purchase of research equipment
• Software approved by LITS
• Research-related supplies and services
• Economy or lowest priced, travel options

• Personal expenses, including wearable technology (such as iWatches), regalia, and supplies for home offices
• Salaried compensation for faculty or staff
• Catering, food for campus events, or meals with BMC only colleagues (such as showers or birthday parties), unless it is research related (such as a convening or participant recruitment)
• Tuition
• Premium travel, such as seat or class upgrade purchases
• Equipment equal to or over $5000, without prior approval
• Cell phones or phone service
• Childcare
• Office furniture (please contact facilities if new furniture is needed)
• Products or services for personal use
• Tobacco products
• Temporary off-campus office space
• Subscriptions such as streaming services, social media, news media (like The New York Times) that are available through LITS or other campus services.
• Utilities (home or offsite), such as data plan, home internet service, electricity

Gift cards are not an allowable expense under the Expense and Reimbursement Policy. However, an exception is available for participant recruitment and compensation related to human subjects research. Please contact the IRB for more details or email irb@brynmawr.edu.

Students are hired via JobX until January 2026 when a new process will debut in Workday. Details on appropriate salary and other hiring practices are available from the Student Employment Office.

Please reach out to the Director of OSR to discuss appropriate hires made to internal projects. Once approved, HR will assist with job descriptions and the hiring process. A grant payment form is currently required, until a new system is launched in Workday in January 2026.

Please use the Payment Request Form to request Advances, Reimbursements, or Wire Transfers. Once completed, please send the form to OSR for review and approval. If the payee is not a College employee and has never been paid through AP, please make sure to send a W-9 Form (for domestic payments) or W-8BEN Form (for international payments) with the request. New processes for these payments will be launched in Workday in January 2026.

If requesting an honorarium payment for a US citizen, please follow the steps above for requesting advances, reimbursements, or wire transfers.

If requesting an honorarium payment for an academic guest who is a non-US citizen, please reach out to Beth Shepard-Rabadam in the Provost’s Office for the next steps. The AAA in the faculty’s home department can assist in this process. Please note: This process must be started prior to the guest's visit to campus. 

An invoice detailing the work performed is needed. If the vendor has never been paid by the College before, please work with your AAA to have the Vendor added to BMC payment system. If the vendor is U.S.-based, please have them fill out a W-9 form. If the individual or entity is based outside of the U.S., an IRS W8BEN (individuals) or W8BEN-E (businesses) should be supplied with the request to add them to the system.

Vendor Invoices are paid through E-Market.