Frequently Asked Questions for Fellows
The AFCI/GNEP University Fellowship Program is designed to help fellows focus on their studies as they acquire their degrees, and we strive to manage this program without unnecessary paperwork.
This page is provided to address the most frequently asked questions by AFCI/GNEP Fellows. If you have a question about any aspect of your fellowship, please let us know. Fellows typically receive a response to their questions within 24 hours - often within minutes.
Two key things will help us:
- Be responsive. When you receive a phone call or an e-mail, please respond promptly. If you do not have time to respond immediately, simply let us know that you have received the message and you will be responding.
- Keep us informed of how you can be reached. If your e-mail or physical address changes, please let us know. Make sure we have your work phone number and contact information for other family or friends who always know how to reach you.
If you have a question, please submit it to Cathy Dixon. If the question is relevant to other fellows, we will post it here and respond to you. If it is of interest only to you, we will respond directly to you.
What kinds of thesis topics are of interest to the AFCI/GNEP University Fellowship Program?
When will my stipends begin and end?
How will I receive my stipend and reimbursement payments?
I have been offered another fellowship; may I accept it too?
May I have my university bill URA directly?
Do I have to pay income tax on my fellowship?
I have moved. What do I need to do?
I have changed my name. What do I need to do?
My stipend check has not arrived on time. What do I need to do?
What types of "supplies" are reimbursable?
Is computer software a reimbursable "supply?"
What types of "fees" are reimbursable?
I need to travel and would like to use my AFCI fellowship travel funds. What do I need to do?
I want to work at a national laboratory this summer. What do I need to do?
I am working at a national laboratory this summer. Will I continue to receive my stipend?
I have to drop a class. What do I need to do?
I am graduating but won't have my thesis completed by my graduation date. Is this a problem?
I can't finish my master's degree in eighteen months. What do I need to do?
What kinds of thesis topics are of interest to the AFCI/GNEP University Fellowship Program?
See examples of some AFCI/GNEP projects in the list of projects funded by the NERI University Research Program:
NERI 2008 Award List
NERI 2007 Award List
NERI 2006 Award List
NERI 2005 Award List
What tasks or deliverables do I need to complete as an AFCI/GNEP fellow?
To begin your fellowship, you will be required to supply the following:
- Non-WTAMU-Student Fellowship Eligibility Verification form
- Address and Contact Information form
- Head and shoulders photograph
- Other requested information to help URA to get your fellowship started
AFCI fellows have four formal deliverables over the course of the fellowship. See the Program Announcement for specific deadlines. In general, you will need to provide:
- Your thesis, approved by your thesis advisor, in the fall.
- Your research proposal, in the fall. An example research proposal is provided here.
- Your final research plan, in the spring. An example research plan is provided here.
- When your thesis is complete, mail two hard copies and an electronic copy to:
Cathy Dixon
University Research Alliance
WTAMU Box 60189
Canyon, TX 79016-0001
All fellows are required to supply the following when requested:
• Periodic reports on your progress and your research.
• Posters on your work for technical poster sessions. See example posters here and here.
When will my stipends begin and end?
If you are enrolled full-time and your classes begin in the fall, your first full month's stipend will typically be paid on September 1.
You will continue to receive a stipend as long as you have funds available, are enrolled full-time, are attending classes and/or taking finals, and have met the deliverable requirements.
You will need to inform Donna Knight of the dates that your semesters begin and end.
How will I receive my stipend and reimbursement payments?
The preferred way to provide stipends and reimbursements is through direct deposit into your account. Using direct deposit ensures that your funds arrive promptly and you do not have to take the check to the bank. To sign up for direct deposit you will need to go on line to enter your checking or savings account number and routing information into the West Texas A&M University "Buff Advisor" system. Donna Knight or a WTAMU accountant will be in touch with you to tell you how to enter this information. If you cannot use direct deposit, checks will be mailed to you. If your name or address changes please provide us with the Non-WTAMU-Student Fellowship Eligibility Verification form or the Address and Contact Information form.
I have been offered another fellowship; may I accept it too?
Yes. You may have a second, but much smaller fellowship/scholarship. However, if the other fellowship pays for your tuition, fees, books and/or supplies, you may not collect from both programs. Also, you can only have one fellowship which requires research or a thesis in a particular area. If the other fellowship requires this, you will have to choose which one to pursue.
May I have my university bill URA for my tuition and fees?
Yes. Most universities will bill a third party for tuition and fees. To start the process, URA will send a letter to your university asking that they send the tuition bill directly to URA. URA will, as appropriate and as your fellowship funds allow, pay the tuition and approved fees.
You will receive a bill from your university for fees that are not covered by your fellowship. Fees that are not covered include health services, insurance, parking, sports, transportation, late fees and other similar fees.
If you receive a tuition bill, simply put the original bill in the mail to Donna Knight at URA.
Do I have to pay income tax on my fellowship?
Fellowships and scholarships are taxable to the extent that they exceed expenditures for the tuition, fees, books, supplies, and equipment for your classes. Whether you have to file a tax return is dependent on the amount of the fellowship, wages, and tips you have earned throughout the year. You can consult IRS Publication 970 for further information.
You will receive a 1099 form from West Texas A&M University for the taxable portion of your fellowship. This form will be postmarked no later than January 31st and you will need it when filing your taxes. If you do not receive it by February 21st, contact Donna Knight to request a second copy. Please keep track of the payments you receive, and contact Donna Knight if there is a discrepancy between your records and the amount reported on the 1099.
I have moved. What do I need to do?
Complete a new Address and Contact Information form and mail or fax to Donna Knight at URA. We will send you an email verification when we have received your new information.
I have changed my name. What do I need to do?
Complete and mail a new Non-WTAMU-Student Fellowship Eligibility Verification form. Include a copy of your new Social Security card, your naturalization certificate of citizenship issued by INS, or Form F-240 reissued with your new legal name.
My stipend check has not arrived on time. What do I need to do?
E-mail Donna Knight or call her at (806) 651-3400.
What types of supplies are reimbursable?
When we prepare your fellowship budget, we typically allot up to $800 for books and supplies. Supplies are, for the most part, expendable items that are specifically and solely needed for your graduate program. They are to be reasonable and appropriate items for students and must be justifiable. Examples of unfundable items are expensive pens, backpacks, and computer and printer equipment. If you have a question about a specific item, please ask before making the purchase.
To be reimbursed for supplies, you must provide original itemized receipts to Donna Knight.
You do not need special permission to buy reasonable and appropriate items, including chemicals, glassware, and other equipment for your research, up to the total of $800 that has been budgeted for your supplies.
If you find you will need more than $800 for your supplies, e-mail Donna Knight and describe what you need to purchase, how much it will cost, and why it is needed. We will look at your total fellowship budget to determine if additional reimbursement is possible.
Is computer software a reimbursable supply?
The challenge with software purchases is that software comes in a wide range of prices, some of which would require the full budget and more. The program has in the past allowed the purchase of certain software when it was necessary for a fellow's research. We strive to stick to the budget and we try to be flexible enough to meet your justifiable needs.
Before requesting a software purchase, please do the following:
- Evaluate the need for the software in your graduate program and research.
- Be aware of how much has been spent from your supplies budget and how much more will be needed.
- Verify the cost of the software.
If, after considering these issues, you still believe the software to be a justifiable expense, e-mail the cost and your justification to Cathy Dixon.
What types of fees are reimbursable?
Some fees such as third party billing, technology, and technical program fees are payable through your fellowship. Other fees such as insurance, parking, sports, transportation, and late fees are not.
Your university will invoice us for your tuition and fees. We will pay your tuition and the allowable fees and let you know about those that we are unable to pay. If you believe you have paid a fee that should be reimbursed, please contact Donna Knight.
I need to travel and would like to use my AFCI fellowship travel funds. What do I need to do?
You have a specified sum available for fellowship-related travel during your fellowship. This money may be approved for travel to further your research, to relevant conferences, and to present papers at conferences.
Travel must be approved in advance. Before you travel, you must fill out the Travel Request form. You will be notified by email when your travel is approved. Donna Knight will provide information on your travel budget and reimbursement for approved travel expenses.
Your fellowship cannot pay expenses for travel to summer work or travel unrelated to your fellowship.
I want to work at a national laboratory this summer. What do I need to do?
Your application for your AFCI/GNEP fellowship is NOT an application to work at a national laboratory. You must apply to the laboratory directly. URA will help all fellows who are available for summer work to identify contacts at one or more laboratories. We urge you to get in touch with these contacts as early as possible to maximize your chances of acquiring a position.
I am working at a national laboratory this summer. Will I continue to receive my stipend?
In almost every circumstance, the answer is "no." You must be enrolled full-time in university courses to receive a stipend. In addition, some laboratories prohibit student employees from receiving a stipend.
The purpose of the stipend is to allow students to study and work toward the completion of their degrees without undue financial worries, therefore it is counterproductive for students to work full-time and enroll full-time. If a lab does allow a student to work and receive a stipend, and the student wishes to work and carry a full class load, we will address the stipend payment on a case by case basis.
We urge all of our fellows to take advantage of the national laboratory work experience that can be obtained in conjunction with the fellowship program. This experience adds immensely to your learning and research, and also provides many other benefits including networking, mentoring, and identifying research areas.
I have to drop a class. What do I need to do?
All AFCI/GNEP fellows must be enrolled full-time to receive fellowship benefits. If you are considering dropping a class, please either add an additional class or be sure your university considers your reduced class load to constitute full-time enrollment. Contact Donna Knight to notify her of the change.
URA must be reimbursed for the dropped class, and this amount will be refunded to your fellowship account.
I am graduating, but won't have my thesis completed by my graduation date. Is this a problem?
The goal of the AFCI/GNEP University Fellowship program and your sponsors at the Department of Energy is to facilitate your work so that you can efficiently complete, without financial stress, your master's degree and thesis in a subject that is of interest to you and the Department of Energy. We need the fellows to complete their theses so that DOE has a clear demonstration that its goal has been met.
URA urges you to complete your thesis as soon as you reasonably can and to send us two hard copies and one electronic copy as soon as possible. This will allow us to send your thesis to DOE headquarters, which can use it to measure the success of the program, to better ensure that the program will continue.
I can't finish my master's degree in eighteen months. What do I need to do?
One of DOE's key objectives for the AFCI/GNEP fellowships is to identify highly talented students who will be able to complete their degree programs within 12-18 months. If you know you won't be able to finish your degree in the stipulated time, you should request an extension in writing. The request should clearly indicate why the extension is needed and how much additional time is needed. Send the request to Cathy Dixon at URA.
We will look at your ability to complete the fellowship within the next six months, the reason behind your request, and your available funds. URA will provide a written response to your request.
