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Accessing Your OCE Grant Funds

If you have received grant funding from the Office of Community Engagement (OCE), this page contains important info about using your funding. If you have further questions, please contact the OCE at engage@mica.edu or 410-225-2504.

Accessing Community Engagement Funds

Congratulations on receiving grants funds from the Office of Community Engagement (OCE)! You may access your grant funds at the beginning of, and up to 30 days after, your grant period. Funds may be obtained in multiple ways:

  1. Reimbursement Via Check

  2. MICA College Store

  3. Purchase Orders

Below you will find instructions for each way to obtain your funds. It is important that you remain in contact with OCE at engage@mica.edu throughout the process of expending your project funds.  You may also download a copy of these instructions here.

Please note that as the grant recipient, you are responsible for maintaining your project’s budget and you are responsible for any ineligible expenses such as stipends, gift cards, or additional project costs exceeding your grant award amount.

Grant recipients should NOT pay any individuals or organizations for services out-of-pocket. Due to potential tax reporting requirements, grant recipients will not be reimbursed for any contractual services paid out-of-pocket. Contractual services must be paid directly by MICA through Purchase Orders to the individual or business and cannot be paid by or reimbursed to a grant recipient. (Please see #3, below, for obtaining a Purchase Order.)


1. Reimbursement Via Check

See a copy of the Expense Reimbursement Form blow. Please do the following when filling out a Reimbursement Form:

  1. Download the reimbursement form from MICA’s website.

  2. Number your receipts (1, 2, 3, 4, 5, etc.)

  3. If you are receiving mileage reimbursement, print out proof of number of miles traveled using Google maps or Mapquest for each trip. Number those as you have done with your receipts. (5, 6, 7, 8, etc.) As of January 2013, the formula for reimbursement is as follows: ($ Mileage Reimbursement = Miles Traveled x .565)

  4. Fill out portions of the Expense Reimbursement Report that you see highlighted on the sample form below. This includes Name, Address, Date, Business Purpose, Type of Expense [last name, first initial. ‘Grant’], Number of Miles, Amount, and Receipt Number.

  5. Sign and date the document.

  6. Indicate whether you want your check mailed or held for pickup by checking the in the appropriate box.

  7. Staple original paid itemized receipts, and printed proof of miles traveled to expense reimbursement form. Original receipts are not returned, so grant recipients should retain copies. Copies of bank statements and/or credit card statements are inadequate documentation for reimbursement. These documents do not provide the itemized detail that is required. Gift card purchases will not be reimbursed due to potential tax reporting requirements.

  8. Turn all forms to OCE’s Program Assistant or leave in the OCE mailbox (Bunting 340).

FYI: The turnaround time for reimbursements is approximately two weeks.

If you have requested Accounts Payable to hold the check, the check is held in the Payroll Office (Bunting Center, Second Floor, Suite 239). If you have not picked up the check within two weeks of the check being issued, then it will be mailed to the address you have provided on the form.

Reimbursement Form
2. MICA College Store:

Get a signed College Store Form from OCE. This form will list the amount of money that you are able to spend at the MICA College Store and the account it will be charged to. You may not exceed the amount listed. Once you have purchased all of your supplies from the bookstore, please return the form with a copy of the charge slip to the Office of Community Engagement.

3. Purchase Orders:

Inquire with the vendor to see if they accept purchase orders. If so, email OCE at engage@ mica.edu and we can check in our system to see if we have a relationship with the vendor. If so, OCE can place the order or authorize that you may place the order. When contacting engage@mica.edu, please list pertinent information such as:

  • Company Name

  • Company Website

  • Company Contact Email or Phone Number

  • Requested Supplies

  • Cost of Order

  • Date You Need Items

MICA has relationships with a number of vendors; we have listed some below, there are more to come:
Rudolph’s Office and Computer Supply, www.rudolphsupply.com

Sax School Specialty, www.saxarts.com

Printing, Alpha Graphic Inc., http://alpha-graphics.com/