Doing Your Taxes

After talking with a number of friends and colleagues about their graduate funding, it has become increasingly clear to me that many grad students are very unclear about how to deal with scholarships and fellowships when it comes time to file their taxes.  For small research grants, this is less of an issue, though they do add up and could cause the IRS to notice you if you file incorrectly.  For large graduate fellowships, however, you are dealing with a substantial chunk of money and it is important that you are informed about how to report that money on your tax return.  Let's begin with a couple of definitions.


The IRS defines a scholarship as:

"an amount paid or allowed to, or for the benefit of, a student (whether an undergraduate or a graduate) at an educational institution to aid in the pursuit of his or her studies."

While a fellowship is defined as:

"an amount paid for the benefit of an individual to aid in the pursuit of study or research."

Both scholarships and fellowships may be tax free, as long as you meet a number of key requirements.  The first and most obvious requirement is that you must be currently enrolled in a qualified academic institution.  Beyond that, there are three more important factors that will qualify your funding as tax free:

• The total sum cannot exceed your expenses, otherwise it counts as taxable income (you're supposed to be offsetting your educational expenses, not making a profit after all)

• It cannot be given with the requirement that it not be used for qualified educational expenses, and it also cannot be given for specific non-educational expenses such as room and board

• The scholarship or fellowship does not represent payment for a service, including teaching and research duties in the course of your graduate schooling

So, the good news here is that you might not have to pay taxes on a large portion of your graduate fellowships and scholarships.  The flip side of that, is that any funding you receive (including graduate stipends) that exceed your annual educational expenses (tuition, fees, books, supplies, equipment, etc.), is considered taxable income and must be included as such on your tax return.  Notice also, that any money you receive in exchange for your services (teaching, TAing, working in your advisor's lab) is considered taxable income.

Fortunately for many grad students, it is often the practice of universities to compensate students for their TA or RAships by giving them tuition reductions.  It seems like a no-brainer that tuition reductions would be non-taxable, but that's actually not always the case.  Tuition reductions are considered "qualified" and are non-taxable if you meet the following requirements:

• You are provided the tuition reduction by an eligible educational institution

• You are a grad student providing teaching or research services to a qualified educational institution (not necessarily the one granting you the tuition reduction, interestingly enough)

Hopefully most or all of you receiving tuition reductions meet those two easy requirements, and won't end up having to pay taxes on your tuition reduction.

For a great deal further reading, check out the IRS's webpage on the matter.

Hopefully you all have to worry about taxes, because that means you got yourself some funding!  That's the glass-half-full approach at least.

Until next time, watch out for the IRS,


Casey

Don't overlook the little guys

When applying to scholarships and grants, many graduate students focus only on "The Big Ones."  This is not without good reason, as these larger fellowships have the potential to cover the majority of the expenses associated with graduate education.  The downside of this, however, is that many students overlook the numerous smaller scholarships and grants available to them.  These smaller funding sources can be incredibly valuable in covering research and travel expenses, which may not be included in a larger fellowship, and may help ease your financial burden.  During my master's coursework, I pulled together $12,500 in small grants and scholarships alone, helping to pay for a large portion of my research and to cover the cost of some of my living expenses while I was in school.

The great thing about these smaller funding opportunities is that many of them are locally focused, on a school, a specific department, or on a particular geographic region.  To find scholarships and grants that apply for you, start simple.  Begin with a web search, and be sure to try including key words that apply to your field, your school, your department, and the region in which you are working.  Next, talk with people in your department.  Older students are likely to know about potential funding opportunities within the department and the university.  If you have a graduate coordinator, ask them.  Call the financial aid office, or check their website (next week I'm going to talk about maximizing your financial aid and funding opportunities within your school).  Be sure to keep your eyes open and check email lists, bulletin boards, etc.  Many of these smaller scholarships are poorly advertised, which can be to your benefit as that usually translated into fewer applicants.

The amount granted, funding frequency, and selection criteria of these funding opportunities varies widely.  Some are based only on merit, and do not take into account any financial need on the part of the applicant.  Some are just the opposite, and will ask you to enumerate your financial need in detail.  Often, the criteria fall somewhere in between, taking into account the merit and financial need of the applicant.  Many are focused specifically on funding research costs, and are not to be spent on personal expenses, while some are intended to be spent exclusively on living and educational expenses.

Like the specifics of the funding opportunities themselves, the format and content of the applications are highly variable.  Many ask for the generic materials: statement of purpose, research proposal, transcripts, a CV, and letters of recommendation.  Some, on the other hand, can be very, very easy.  For example, I got $1,000 for writing a 250 word blurb.  While my general advice is to apply, apply, and apply again, I definitely think that some of the smaller scholarships and grants require far too much work for the amount of money they offer in return.  For me, a full application package including transcripts and letters of recommendation might not be worth a chance at winning $200.  For you, it might be worth the time and energy.  Just remember to take the time to analyze the costs associated with applying and weigh them against the potential benefits of winning the award.

Another category of grant to keep an eye out for is travel awards.  These are often associated with conferences or meetings, and are to be used to cover any expenses associated with attending.  Usually, these are advertised on the hosting organization's webpage, but there are some independent travel awards funded by specific endowments or departments.  These awards also have different criteria, but they are usually reserved for students who will be presenting a talk or a poster at the conference.


So, in summary, search broadly, apply early, apply often, and reap the rewards!


Until next time,

Casey

Know "The Big Ones"

Every field is a different, but within each discipline there are usually a number of graduate fellowships and scholarships that I like to call "The Big Ones." These are the funding opportunities that pop to mind for most people when they think about paying for school. Many, though certainly not all, are federally funded, and provide full support for graduate students for 2-4 years of schooling. Some examples (my biological science bias is going to show here for a bit) include:




National Science Foundation Graduate Research Fellowship (NSF GRFP)

• Provides 3 years of support
• $32,000/year stipend, plus $12,000/year for cost of education

Department of Energy Office of Science Graduate Fellowship (DOE SCGF)

• Provides 3 years of support
• $35,000/year stipend, plus $10,500/year for cost of education
• Additional $5,000/year research allowance

Environmental Protection Agency Science to Achieve Results Fellowship (EPA STAR)

• Provides 3 years of support to PhD students, 2 years of support for MS students
• $25,000/year stipend, plus $12,000/year for cost of education
• Additional $5,000/year for "authorized expenses"

National Aeronautics and Space Administration Graduate Student Research Program (NASA GSRP)

• Provides up to 3 years of support for PhD students, up to 2 years of support for MS students
• $20,000/year stipend, plus $6,000 travel allowance and $1,000 for health insurance
• Includes a 10-week NASA center-based research experience

National Defense Science and Engineering Graduate Fellowship (NDSEG)

• Provides 3 years of support
• Stipend: $30,500 in Year 1, $31,000 in Year 2, and $31,500 in Year 3
• Covers full tuition and fees, plus $1,000/year for health insurance

Office of National Marine Sanctuaries Dr. Nancy Foster Scholarship

• Provides 4 years of support for PhD students, 2 years of support for MS students
• $30,000/year, plus $12,000/year for cost of education
• Up to $10,000 to finance a research collaboration at a NOAA facility (PhD students get two)

This list is by no means exhaustive, but hopefully it is illustrative of the type of awards I am discussing in this post.  These awards are competitive and prestigious, and are pretty much a magic bullet for funding at least the first few years of your graduate work.  If you are awarded one of these fellowships, some universities will agree to fund the remainder of your schooling (in exchange for the prestige and money you have brought to the university).

The most important message here is that it is important to know what "The Big Ones" are for your specific field, and to have a general idea when they are due and what the application entails.  This will allow you to plan ahead and obtain all of the materials (transcripts, letters of recommendation, etc.) you need to supply a complete application by the due date.  The simplest way to find these fellowships for your field is to do a quick web search.  Next, ask your advisor (or prospective advisor) and labmates (or prospective labmates).  I will go into further detail later about what the application process for this type of fellowship usually entails, and break down the different parts, but for now I simply want to stress the importance of knowing about them.

Another important note: don't wimp out and not turn in an application because:

• You're not ready
• You waited too long (within reason, 2 days is probably cutting it close with your letter writers)
• You're not a competitive applicant

I applied to the NSF GRFP before I had fully developed my master's thesis project and, though I didn't get the award, I found the experience of preparing the application incredibly valuable.  I was forced to write a research proposal, pare it down to 2 succinct pages, and defend it's scientific merit.  The letters of recommendation helped me to continue contact with previous mentors with whom I had begun to lose touch.  Finally, and most importantly, the experience of putting together the application helped immensely to prepare me for future applications.  Additionally, the actual application materials were very useful in putting together applications for future grant and fellowship applications.

So, long story short, find out what "The Big Ones" are for your field, find out when they are due, and apply, apply, apply.

Good luck,

Casey

The Objective

I have started this blog with the intention of creating a resource for graduate students seeking to fund their education and research. As the content develops, I hope to provide valuable information regarding where to find scholarships and grants, tips for writing fundable applications, advice on marketing yourself to funding agencies, and information on what to do with the money once you have received it.

All of my information on this subject comes from reading, research, conversations, and from my own personal experiences. My field is biological science, so my information will almost inevitably be slanted towards this particular field, but I think that much of what I have to say is broadly applicable to a variety of disciplines. I am not a professional grant writer, but I have been successful in securing funding in the past. Now I hope to share the results of this experience with others, so please stay tuned for future developments.

 More soon,

 Casey