Forms
Departmental Forms
Travel Processing & Koch Fund Requests
How to Submit a Travel Spend Authorization Request
- Open the Statistics Pre-Travel Worksheet Powerform using this link.
- Follow the prompts to include any and all relevant recipients. Note that there are no required recipient fields, so you must determine which fields are relevant to your case. Make sure to enter your information in the initiator field to receive a signed copy. All recipient fields entered must be formatted name.#@osu.edu.
- Complete all travel and expense details in appropriate fields. Note that, while every field is required, there may be optional fields that are necessary for processing your spend authorization.
- Review the information for accuracy and click Finish to submit the request.
- The form will automatically be routed to reviewers, and you will receive a copy once the form is complete.
- Download the completed form and email it, along with any other relevant documentation, to Jeter.7@osu.edu.
Monitor your email for approval updates or any requests for additional information.
Notes:
- Submit the request before making any travel-related purchases.
- Incomplete forms may be returned for correction, which could delay approval.
- Forms that are not signed by an approver within 7 days will automatically void and will need to be resubmitted by the form initiator.
- Retain a copy of the completed request for your records.
The Gary G. Koch and Family Graduate Student Travel Award administered by the Department of Statistics supports Statistics and Biostatistics graduate students in presenting their research as a contributed paper, invited paper, or poster presentation at a virtual or in-person professional conference or meeting. Research can relate to GRA duties, the student’s dissertation, or other relevant topics. Students who are leaving Ohio State may be reimbursed for expenses incurred while they hold formal student status at the university, regardless of the dates of the travel.
Please see the rules below to determine the amount of allowable funding per trip:
(a) Matching Funds – If a graduate student has secured funding from other sources to support an eligible trip, then the student will receive a matching Gary G. Koch and Family Graduate Student Travel Award up to $750 per trip.
Or
(b) Without Matching Funds – Students can only use this award once during their graduate career. A graduate student who does not have funding from other sources to support an eligible trip will receive a Gary G. Koch and Family Graduate Student Travel Award up to $750.
Students may use Gary G. Koch and Family Graduate Student Travel Award three times during their graduate career up to a maximum of $2,250. Additional funding under special circumstances must be approved by the chairperson.
How to Apply
To request Gary G. Koch and Family Graduate Student Travel Award funding, please use this link to complete the DocuSign request form. Only Ohio State University email addresses should be entered into the form, if you enter an email address incorrectly, it will not be routed properly. Request forms must be signed by the graduate student’s advisor at least three weeks in advance of domestic travel and seven weeks in advance of international travel.
Travel Arrangements and Post-trip Instructions
Travel covered by this fund can only be purchased after a separate spend authorization request submitted by Fiscal Associate Michael is approved in Workday. Michael will contact the award recipient with instructions on how to make travel related purchases once their request is approved. Click here to learn about Ohio State travel policies and procedures.
Once you return from the trip it is important to send a thank you note to Gary Koch and his family using the address below. Please include information about where and when the research was presented, the title of the presentation or poster, and a short description of your research. Those who received matching funds should mention their other sources of funding for the trip. A copy of the note should be emailed to bishop.42@osu.edu.
Professor Gary Koch
Department of Biostatistics
Gillings School of Global Public Health
University of North Carolina
3106B McGavran-Greenberg Hall
Campus Box 7420
Chapel Hill, NC 27599
How to submit a travel reimbursement request:
- Generate the request by emailing Jeter.7@osu.edu with the subject Travel Reimbursement
Paste the following template into the email body:
REIMBURSEMENT INFORMATIONDetails for Per Diem requests and RideShare reimbursements must be provided. Information about other expenses, such as lodging, airfare, etc. that is clearly indicated on receipts does not need to be repeated on this form.--------------------------------------------------1. TRIP INFO- Purpose of Travel / Business Event:--------------------------------------------------2. RIDESHARE / TRANSPORTATION DETAILFor each rideshare receipt, report the following:- Date:- Route (To and From; e.g., hotel to airport):- Amount ($):--------------------------------------------------3. PER DIEM LOG(List dates and type out which meals are claimed: B=Breakfast / L=Lunch / D=Dinner)(Example: 12/26/25: B, L; 12/27/25: B, D)- Date 1:- Date 2:- Date 3:--------------------------------------------------4. MISSING / INCOMPLETE RECEIPT JUSTIFICATION(If applicable, provide a brief explanation)- Explanation:--------------------------------------------------5. Are these all the receipts for this SA/Trip? If yes, this SA will be closed after processing: Yes or NoREMINDER: Please attach all relevant receipts or credit card statements to this email before sending!- Complete all relevant fields.
- Attach all relevant receipts or credit card statements and send.
- Monitor your email for approval updates or requests for additional information.
Instructions for Completing the Student On-Duty Travel Authorization form
Please refer to the Graduate Student Travel Policy when completing the form.
First, you will be asked to enter recipient fields. Include the name.# for the following:
- “Supervisor” is the person to whom you report directly (class lead for GTAs, research supervisor for GRAs, Vice Chair for Graduate Studies for fellows). If you have more than one, please contact information for both.
- If you are traveling under 5 days, please enter contact information for your immediate supervisor(s),
- If you are traveling 5-29 days, please enter contact information for your immediate supervisor(s), your advisor(s), and the Department Chair
- If you are traveling for 30+ days, please enter contact information for your supervisor(s), your advisor(s), and Department Chair.
- In order to receive the signed copy, you must fill in your information for "Initiator Copy"
Any recipient field that does not apply to your case can be deleted by clicking the trash icon to the right of the text field.
Select “Next” to start completing the form. You will be asked to type in your departure date and return date. If you are traveling for 30+ days, you must enter a justification.
Select “Finish” to send the form for signatures. Failure to complete the form by selecting “Finish” will result in a voided form.
Supervisor(s), Advisor(s), Chair: Approve/Deny and sign the form.
Open the Docusign envelope. If you’ve been entered as a Supervisor, you will be prompted to select “Yes” or “No” in response to the student’s travel request prior to signing. Complete this prompt, sign and date the form. Select “Finish” to complete the process.
This document will automatically route to the other recipients, including the Graduate Studies Coordinator, who receives a copy of every authorization form for documentation purposes.
If you have any questions, please reach out to the Graduate Studies Coordinator.
Course Enrollment Permission Form
Student: Before beginning, contact the instructor and obtain verbal or email permission to enroll in a course. Agree upon the course number (e.g., STAT 6193), instruction mode and credit hours.
1. Student: Identify the class number for the course (if you do not already know it)
a. Visit the Course Catalog and Master Schedule and search for the course number (e.g. “STAT 6193”). This search will return many results, including courses that do not match your search.
b. Locate the class with your instructor and instruction mode. One strategy is to use your web browser to search for your instructor's name. If you are sure the class does not exist, contact Jean Scott (scott.961@osu.edu).
c. Make sure you choose the correct course (e.g. STAT 6193) and instruction mode (In-person, Distance Learning (online), or Hybrid). Write down the 5-digit number in parenthesis. This is the class number that you need to complete the course enrollment permission form.
2. Student: Use the Powerform to initiate the Enrollment Permission Form. Complete all required fields. When you finish completing the form, press the “FINISH” button. Your form will then be routed to the instructor email address that you provided. If you enter your instructor’s email address incorrectly, they will not receive the form and you will not be enrolled. (NOTE: for recipients, you must also enter your information in the "Initiator Copy" field in order to receive a signed copy of the form).
3. Instructor: Review and take action. Open the form in Docusign using the link provided by email. Double-check that you wish to give permission for this student to enroll in the course number, class number and number of credit hours indicated on the form. If so, then complete and sign the form. Once completed, press the “FINISH” button. If you do not wish to give permission for this student to enroll in the course, select “Decline to Sign” through Docusign and follow up with the student.
After an instructor signs, you must send the signed form to the Graduate School (grad-schoolregistrationservices@osu.edu) for processing.
Plan of Study - PhD
Instructions for Completing the Plan of Study form – PhD
All students must have a plan of study form on file, which must be approved by the Graduate Studies Chair and PhD committee, if applicable. PhD students must complete the form prior to submitting the Application to Candidacy Form.
Please follow the instructions below to complete the Plan of Study Form.
Student: Use the Powerform to initiate the Plan of Study Form - PhD. Enter recipient information, including your email in the "Initiator Copy" field (this will allow you to receive a signed copy). Complete all required fields on the form. When you finish, press the “FINISH” button. Your form will then be routed to the advisor and committee member email addresses that you provided. If you enter your advisor’s or committee member’s email address incorrectly, they will not receive the form and you will need to complete the form again.
NOTE- PhD students who would like to get their MS en-route to PhD should submit the MS Plan of Study form and the online Application to Graduate form through gradforms.osu.edu (select “Master’s-Non-thesis” for the Graduation Plan) by the appropriate deadlines.
Advisor/Committee Member: Review and take action. Open the form in DocuSign using the link provided by email. Double-check that you approve of its contents. If so, then sign the form and press the “FINISH” button. If you do not wish to sign the form in its current state, select “Decline to Sign” through DocuSign and follow up with the student.
After the advisor and committee members sign, the completed form will automatically be routed to the Graduate Studies Chair for processing, and all signees will receive a copy for their records.
Plan of Study - MS
Instructions for Completing the Plan of Study form– MS
All students must have a plan of study form on file, which must be approved by the Graduate Studies Chair and PhD committee, if applicable. MS students must submit the form prior to their last term of enrollment.
Please follow the instructions below to complete the Plan of Study Form.
Student: Use the Powerform to initiate the Plan of Study Form - MS. Enter recipient information, including your email in the "Initiator Copy" field (this will allow you to receive a signed copy). MS students graduating with the exam option should list Dr. Xinyi Xu (xu.214@osu.edu) as the advisor, and those graduating with the thesis option should list their thesis advisor. Complete all required fields on the form. When you finish completing the form, press the “FINISH” button. Your form will then be routed to the advisor email address that you provided (and committee member if applicable). If you enter an email address incorrectly, they will not receive the form and you will need to complete the form again.
Advisor/Committee Member: Review and take action. Open the form in DocuSign using the link provided by email. Double-check that you approve of its contents. If so, then sign the form and press the “FINISH” button. If you do not wish to sign the form in its current state, select “Decline to Sign” through DocuSign and follow up with the student.
After the advisor signs, the completed form will automatically be routed to the Graduate Studies Chair for processing, and both the student and advisor will receive a copy for their records.
Plan of Study - MAS
Instructions for Completing the Plan of Study form– MAS
All students must have a plan of study form on file, which must be approved by the Graduate Studies Chair and PhD committee, if applicable. MAS students must submit the form prior to their last term of enrollment.
Please follow the instructions below to complete the Plan of Study Form.
Student: Use the Powerform to initiate the Plan of Study Form - MAS. Enter all recipient data, including your information in the "Initiator Copy" field (this allows you to receive a signed copy). Complete all required fields on the form. List Dr. Xinyi Xu (xu.214@osu.edu) as the advisor. When you finish completing the form, press the “FINISH” button. Your form will then be routed to the advisor email address that you provided (as well as committee members if applicable). If you enter an email address incorrectly, they will not receive the form and you will need to complete the form again.
Advisor/Committee Member: Review and take action. Open the form in DocuSign using the link provided by email. Double-check that you approve of its contents. If so, then sign the form and press the “FINISH” button. If you do not wish to sign the form in its current state, select “Decline to Sign” through DocuSign and follow up with the student.
After the advisor signs, the completed form will automatically be routed to the Graduate Studies Chair for processing, and both the student and advisor will receive a copy for their records.