Program Guidelines

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Travel & Flights | Mileage | Purchasing | Reimbursements | NSF Disclaimer

Grant Compliance & Reporting

NSF Acknowledgement & Disclaimer

A specific funding acknowledgement statement and disclaimer must be included on any public materials or publications resulting from National Science Foundation support. Any prodcuts supported by the NSF, whether fully or partially, directly or indirectly, is required to include this acknowledgement and disclaimer. For example, posters, presentation slides for talks, and acknowledgement sections in papers should contain the NSF acknowledgement and NSF disclaimer below. 

Acknowledgement: “This material is based upon work supported by the National Science Foundation under Grant 222818”

Disclaimer: “Any opinions, findings, and conclusions or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the National Science Foundation.”

Note: The disclaimer never needs to be modified; you should include it verbatim.

If you are interviewed about work that relates to CIELO-G, NSF requires that you mention that the program is supported by the NSF.

IDRB

Access

Your IDRB lab access profile allows entry from 6:00 AM to 11:59 PM, Monday through Friday. Please let Veronica know if you run into any issues using the elevator or entering the lab room. 

Seating Arrangement

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Purchasing & Equipment Rules

Requests for Reimbursement

Please submit the following to Veronica: 

1.  Itemized receipt(s) or invoice(s) showing a zero balance (or stating "Paid in Full").

• Must clearly display the date, amount, payment method, vendor name, and vendor address.

2. Justification: How does this purchase directly support your CIELO-G research or project activities?

Don't worry about perfect wording or formatting—just send the details, and I can edit before submitting!

• Example: "Purchased materials for the educator collaboration workshop."

Requests for Travel Reimbursement

Sale Tax

UTEP is a tax-exempt institution and cannot reimburse sales tax. Please contact Veronica before making a purchase if you have questions about making a tax-exempt purchase.

Gratuity & Tips

Tips (such as for meals, Lyft/Uber, or services) cannot be reimbursed using grant funds. 

Property Ownership & Asset Guidelines

Equipment, hardware, and materials purchased using grant or university funds are legally university property. These items are checked out to support your research. You are welcome to continue using these items past your CIELO-G term as long as you are employed or enrolled at UTEP.  However, all equipment must be returned to Dr. Velasco once your affiliation with the university ends (e.g., graduation, resignation, or moving to another institution). 

Travel & Motor Pool Vehicles

Mileage Reimbursement Requests

If you are using your personal vehicle for project-related travel (such as trips to work with an educator at their school), you are eligible for mileage reimbursement. These instructions pertain only to travel within El Paso County. (There are other instructions for out-of-town travel.)

To request reimbursement for travel using your personal car within El Paso County, email Veronica withing 7 days of your trip.

(Submitting promptly gives our Business Center enough time to process your payout before state and university accounting deadlines expire.) 

Please include the following details in your email: 

• Date & Purpose: (e.g., 9/16/2026 - School visit to collaborate with educator.)

• Destination: Name and full street address

• Odometer Readings: Start and ending mileage

Travel Authorization and Booking Flights

• screenshot of flight

• Flight Reservation Information Table

• Airbnb - Please provide physical address of accommodations.

GSA Rate

Per Diem

Lodging Rate

Motor Pool Driver Eligiblity