Grants & Reimbursable Expense Payment Policy

There are two general categories for funds available to Olmsted Scholars:

OSP Reimbursable Expenses
OSP Grants

Olmsted funds are intended to help off-set expected OSP expenses. However, depending on individual preferences and circumstances, funds may not cover 100% of all travel, training, educational, or cultural opportunity expenses. In some cases, Scholars may need to use personal funds in order to travel widely, receive extra language training, and fully experience all available Scholarship opportunities.

Olmsted Scholar Program Reimbursable Expenses

These expenses are incurred by Olmsted Scholars for the benefit of the Foundation prior to departure and participation in the overseas portion of the OSP. OSP Reimbursable Expenses include:

Olmsted Scholar Orientation Weekend
Overseas Familiarization Travel

  • Expenses are paid through reimbursement for actual expenses incurred
  • Paid after itemized expense claim form submitted
  • Each is subject to maximum dollar ceilings
  • Expense reimbursements are not considered income and are not reported to the IRS by the Olmsted Foundation

Olmsted Scholar Program Grants

These grants are generally disbursed to the Olmsted Scholar or their spouse (if applicable) as they begin the educational aspects of the program and embark on PCS orders for the overseas portion of the OSP.

OSP Grants include:

In-Country Language Training Grant
Spouse Foreign Language Training Grant
Olmsted Scholar Annual Grant (to include tuition payments beginning with OSC ’08)

  • Grants are in direct support of the educational goals of the OSP
  • Grants generally are not paid by direct reimbursement method (the exception being the Spouse Foreign Language Training Grant), but paid when certain milestones in the OSP are achieved or notification is received by the Foundation that projected expenditure(s) of grant monies has occurred (specific criteria are explained under each grant below)
  • Some educational expenses incurred may be tax deductible, see IRS Pub 970
  • All Scholars are encouraged to consult applicable tax codes or a qualified tax advisor

Olmsted Scholar Program Reimbursable Expenses

Olmsted Scholar Orientation Weekend Expenses

Covers expenses associated with travel for Scholar and spouse (if applicable) from their current assigned duty location to Washington, DC for OSP Orientation and associated activities at the Olmsted Foundation Annual Meeting, Reunion & Reception.

Pays for actual travel, accommodations and meals for 3 days not to exceed the approved government per diem rates for the Washington, DC area.

Paid by reimbursement of actual expenses, up to above limits, once itemized claim is completed. Itinerary and projected costs are subject to prior approval by the Foundation.

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

Overseas Familiarization Travel Expenses

Covers expenses associated with Scholar and spouse (if applicable) travel from their current assigned duty location to city and country of their scholarship prior to their PCS move overseas.

Travel is to familiarize Scholar (and spouse) with the city and university, and to provide an opportunity to explore housing, embassy support options, schools, etc.

Pays for actual travel, accommodations and meals for up to 5 days for a Scholar (and spouse if applicable). Travel to take place NET 6 months prior to overseas PCS and NLT 60 days prior to overseas PCS. Scholars opting to participate in the in-country language training program will not be authorized for familiarization trip.

Paid by reimbursement of actual expenses, not to exceed approved government per diem rates for the locale visited. Itinerary and projected costs are subject to prior approval by the Foundation.

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

Olmsted Scholar Program (OSP) Grants

In-Country Language Training Grant

Grant for Scholars that engage in language training overseas in lieu of DLI or other CONUS language training prior to going overseas.

Grant awarded to Scholar upon notification to Foundation of commitment to a formal language training program denoting the contracted amount in U.S. dollars.

Grant is available from the time the Scholar arrives in-country and ends when formal university classes commence.

Grant amount will not exceed $5,000 total.

Actual in-country language training expenditures will be itemized and accounted for in the Scholar’s Registration Report.

Spouse Foreign Language Training Grant

Grant for Scholar’s spouse (whether married at the time of selection, or subsequent marriage during Scholar’s overseas tour) to attain foreign language training applicable to their country of assignment.

Grant is available from the time the Scholar is formally selected for the OSP until the end of the overseas assignment period.

Grant is awarded to spouse upon notification of commitment for formal language training course; engagement of a private tutor; or purchase plan for books, CDs or other support items for foreign language training. Grant can also be paid by reimbursement method for actual expenses if no formal course of training or long-term plan for language training is identified.

Grant also pays for child care or other arrangements that are necessary for the spouse to be able to fully engage in his/her foreign language training program.

Grant amount will not exceed $5,000 total.

Actual spouse foreign language training expenditures will be itemized and accounted for in the Scholar’s First and/or Second Year Report as applicable.

Olmsted Scholar Annual Grant

An annual grant given during each of the two year overseas periods and intended to provide for:

Cultural and educational travel (Download the Olmsted Scholar Travel Policy for details on travel parameters)

Foreign language training

Any educational expenses or fees not covered by tuition reimbursement

  • The annual grant amount is determined through an assessment of the Scholar’s family situation. The Scholar will receive $7,000 annually, with an additional $1,500 annually if married, and an additional $1,000 annually for each dependent child (# determined at the time the grant is disbursed)
  • First Year grant will be disbursed upon receipt of Scholar’s overseas PCS orders by the Foundation.
  • Second Year grant will be disbursed upon receipt of the Scholar’s First Year Report.

In addition to the fixed annual grant monies, each Scholar will also receive payment from the Foundation to cover tuition costs for their course of study during their time overseas at the foreign university. Tuition costs, proposed courses of study and curriculum content are subject to prior approval by the Foundation.

  • Total expenditures of the Olmsted Scholar annual grant will be grouped by category and reported in the Scholar’s First and Second Year report as appropriate
  • There is no requirement to spend the entire First Year grant prior to submitting the First Year expenditure report
  • Any remaining First Year grant monies may be “rolled over” and spent during the Second Year and accounted for in the Second Year Report
  • Any remaining First and/or Second Year Grant monies not spent by completion of the overseas portion of the OSP will be returned to the Foundation

Grants directly paid for tuition expenses are usually excludable for Scholars enrolled full-time as a student in a degree granting program. Scholars should consult applicable tax codes, or a qualified tax advisor, to determine their own specific circumstance.