Grants & Reimbursable Expense Payment Policy

Olmsted Scholar Program Reimbursable Expenses

These expenses are incurred by the Scholar either prior to moving overseas or while in his or her country of study.

Reimbursement is made for actual expenses incurred
Payment is made following submission of a Reimbursement and Claim Form along with itemized receipts
Reimbursable expenses generally require Foundation pre-approval

OSP Reimbursable Expenses include:

Olmsted Scholar Orientation Weekend

Overseas Familiarization Trip

University Tuition

Olmsted Scholar Orientation Weekend Expenses

Covers expenses associated with travel for Scholar and spouse (if applicable) from their assigned duty location to Washington, DC for New Scholar Orientation and the Olmsted Foundation’s Annual Meeting, Reunion & Reception. Additionally, lodging and meals for 4 days not to exceed the approved government per diem rates for the Washington, DC area are covered.

Reimbursement is made for actual incurred expenses up to the above limits once an itemized claim is submitted. Itinerary and projected costs are subject to prior approval by the Foundation.

NOTE: Travel reimbursement will be for economy class air and rail only. The IRS standard rate for business miles driven will govern travel by private automobile.

Overseas Familiarization Travel Expenses

Covers expenses associated with travel for Scholar and spouse (if applicable) from their assigned duty location to their overseas study location prior to their PCS move overseas. Additionally, lodging and meals for 5 days/nights not to exceed the approved government per diem rates for the overseas location are covered.

Travel is intended not as a tourist trip but rather to familiarize the Scholar (and spouse) with the city and university and to provide an opportunity to explore housing options, determine embassy support, investigate children’s schools, etc. The Familiarization Trip should occur no earlier than 6 months and no later than 60 days prior to the overseas PCS. Scholars opting for In-Country Language Training in lieu of DLI will not be authorized a Foundation-funded Familiarization Trip.

Reimbursement is made for actual incurred expenses up to the above limits once an itemized claim is submitted. Itinerary and projected costs are subject to prior approval by the Foundation.

NOTE: Travel reimbursement will be for economy class air and rail only. The IRS standard rate for business miles driven will govern travel by private automobile.

University Tuition

Covers tuition costs for a Scholar’s liberal arts master’s degree program at his or her overseas university. Tuition amounts, proposed courses of study, and curriculum content are subject to prior approval by the Foundation.

Reimbursement is made for actual tuition paid once an itemized claim is submitted. Reimbursement does not cover any other non-tuition costs imposed by the university, even if mandatory.

Olmsted Scholar Program Grants

Grants are provided to Scholars in direct support of the educational and leadership development goals of the OSP. They are intended to support the Scholar’s and spouse’s language learning, cultural immersion and travel. Although some grants are disbursed as reimbursements, they are considered grants because they are subject to maximum amounts and may not cover all Scholar expenditures.

OSP Grants include:

In-Country Language Training Grant

Spouse Language Training Grant

Olmsted Scholar Annual Grants

In-Country Language Training Grant

Grant is provided to Scholars who elect to pursue initial language training overseas in lieu of CONUS-based DLI training. ICLT requires strong commitment and dedication from the Scholar in order to become fluent in a new language outside of the structure provided by DLI.

ICLT is not a guaranteed option. Both the Foundation and the Scholar’s Service must approve ICLT. There may be circumstances outside of a Scholar’s control that may require the Foundation or the Service to disapprove an ICLT request.

This grant is paid as a reimbursement for actual language training expenses incurred once an itemized claim is submitted.

Grant amount will not exceed $5,000 total.

Grant is available from the time ICLT is approved until the first day of formal university classes.

Spouse Language Training Grant

Grant is provided for Scholar’s spouse (whether married at the time of selection or married after beginning the OSP) to receive training in the host nation language. The SLT grant can be used for books, online resources, classes, tutors and other items/services directly related to adult language learning. It may also be used for expenses incurred to support and facilitate adult language learning; this includes childcare expenses to allow a spouse to attend language training.

This grant is paid as a reimbursement for actual language training expenses incurred once an itemized claim is submitted.

Grant amount will not exceed $5,000 total.

Grant is available from the time a Scholar is formally selected for the OSP until departure from the overseas study location. Grant may be used both overseas and in the United States prior to overseas PCS.

Olmsted Scholar Annual Grants

Two annual grants are provided to the Scholar, one before each of the two years overseas. Annual grant money may be used for:

Country and regional travel
Cultural immersion expenses
Additional language training (not covered by DLI or the ICLT grant)
Additional educational expenses not covered by tuition reimbursement

Grant amounts are determined by family status. The Scholar receives $8,500 annually, with an additional $1,500 annually if married and an additional $1,000 annually for each dependent child. (Grant size is determined at the time of grant disbursement and is not retroactive.)

The First Year Grant will be disbursed upon receipt by the Foundation of the Scholar’s overseas PCS orders.

The Second Year Grant will be disbursed upon receipt by the Foundation of the Scholar’s First Year Report.

Scholars will account for all Annual Grant funds expended via reports submitted to the Foundation at the end of each year overseas.

NOTE: Some funds provided to the Scholar by the Foundation may be taxable. However, the Foundation cannot provide tax advice or assistance. Scholars should consult applicable tax codes or a qualified tax advisor to determine their own specific tax circumstances.