Funding Guidelines and Reimbursement Requests
The DDI Alliance provides limited funding to support activities that advance its strategic goals and scientific priorities. This page explains how to request project funding, request travel funding, and submit expenses for reimbursement. Questions about funding, travel support, or reimbursement may be directed to: secretariat [at] ddialliance.org.
What do you need?
Request Project Funding
The DDI Alliance is funded primarily through membership dues. Each year, the Executive Board establishes an annual budget and allocates funds to high-value activities aligned with the DDI Alliance Strategic Plan. The Board may also designate funds for specific priorities through an open call for proposals.
Who may request funding?
Funding is available to participants from DDI member organizations.
What should a funding request include?
Requests should include:
- a clear description of the proposed activity and its purpose;
- an explanation of how the activity supports the Alliance's strategic goals;
- expected outcomes or deliverables; and
- an itemized budget.
Requests for scientific or technical activities will also be considered in relation to the Alliance Scientific Work Plan.
Submit funding requests by email to: secretariat [at] ddialliance.org.
Requirements for approved projects
Approved funds must be spent by the end of the DDI Alliance fiscal year in June. Unspent funds return to Alliance reserves unless the Executive Board approves a carryover.
Funded projects must submit a brief final report to the Executive Board by May 1 describing:
- objectives and activities;
- use of the awarded funds;
- challenges and lessons learned; and
- sustainability and future plans.
Use the DDI Alliance final report template.
Request Travel Funding
The DDI Alliance may provide travel support when an individual's participation is important to the success of a DDI project, meeting, or event and other sources of funding are not available.
Eligibility and approval
Travel funding may be provided when:
- The participant brings relevant expertise or experience. This may include specialized technical skills, subject matter expertise, or institutional knowledge important to the activity. Examples include expertise in RDF, data modeling, or questionnaire development.
- Other funding is not reasonably available. Participants should normally be self-funded and should not request Alliance funding when another source of support is available.
- Funding is available in the Alliance budget. Requests are subject to available funds.
- The request is approved. Travel requests are reviewed by the DDI Executive Board and require approval by a majority of Board members. If the travel funding was already approved as part of the annual budget process, additional Executive Board approval is not required.
What travel funding may cover
Approved funding may cover reasonable travel expenses associated with the meeting or event, including:
- economy-class transportation;
- accommodation; and
- other eligible travel expenses.
Travelers should make every effort to select economical transportation and accommodations. Salary reimbursement to a participant's employer will be considered only in exceptional circumstances.
For additional information about eligible and ineligible travel expenses, see the University of Michigan Summary of Reimbursable Expenses for Travel (PDF).
Keep itemized receipts for all expenses. They will be required for reimbursement.
Submit a Reimbursement
Send reimbursement requests and supporting documentation to: secretariat [at] ddialliance.org.
DDI Alliance reimbursements are processed through the University of Michigan. The University may request additional information or documentation before payment can be issued.
Travel reimbursements
Submit travel expenses within 45 days of the expense; submission within 30 days is preferred.
Please provide:
- a completed Travel and Business Hosting Expense Form (Guest/Student);
- PDFs of all itemized receipts; and
- any additional documentation requested by the DDI Alliance Secretariat or University of Michigan.
The expense form must be electronically signed using a valid e-signature; typing your name is not sufficient. Alternatively, you may physically sign a printed copy and submit that as a scanned PDF.
You do not need to complete the shortcode, account, or chartfield values on the form.
University of Michigan supplier registration
To receive reimbursement, you must have a University of Michigan Shared Services supplier number.
If you do not already have a supplier number -- or you are unsure whether you have one -- include the following in your reimbursement request email:
- your full legal name;
- telephone number; and
- nationality/citizenship status (for example, "U.S. citizen").
University of Michigan Shared Services will then send you instructions for completing supplier registration through its online portal.
Arrange Consulting or Contracted Work
Consulting or contracted work must be authorized by the DDI Alliance Secretariat before the work begins.
Depending on the nature of work, payment may be processed through University of Michigan Procurement Services.
When requesting payment for completed consulting or contracted work, provide:
- the approved proposal, including a detailed description and budget for the expected work;
- a comprehensive description of the work actually completed;
- confirmation from the DDI group responsible for the activity that the work was completed satisfactorily; and
- an invoice for the completed work.