Dietrich College Summer 2018 Internship Opportunity Grant Program Projected Expense / Revenue Form: INSTRUCTIONS Projected Summer Expense Report 1. “Week of.” List the date of the first work day of the week. Most commonly, this would the Monday of that work week. 2. Transportation. This is the weekly tally of your internship-related commuting costs, plus any additional travel costs related to your internship. Students are expected to find and use the most cost-effective (and safe) modes of transportation available. If your commute involves driving, your mileage allowance will be at the rate of $.54/mile (the rate the university allows for its employees travelling by private vehicle for university business). Enter the dollar amount for weekly mileage in the “Transportation” column for each week of your internship. Enter the actual mileage in the “Explanation” column for each week of your internship. Actual mileage can be derived from a source such as Google Maps (https://www.google.com/maps/@40.4518983,-79.913673,15z). Parking costs would be included as an incidental expense under “Meals and Incidental Expenses.” If your commute involves public transportation, gather information from the relevant web site(s) about round-trip fares. If your travel costs involve a mix of transportation modes, combine the costs in the “Transportation” column for each week of your internship, but explain them separately in the “Explanation” column for each week of your internship. If you will have no out-of-pocket transportation costs related to your internship, enter “0” in the “Transportation” column for each week of your internship. 3. Housing. Students are expected to find the most affordable, but safe, housing available in their internship location. Most commonly, this could be summer student housing at nearby colleges or universities, or housing options made available

through well-established summer student internship housing programs.1 Internship grant allowances for housing will be guided by this assumption. Calculate any projected out-of-pocket housing costs on a weekly basis, and enter this dollar amount in the “Housing” column for each week of your internship. Do not include the amount of any refundable fees (e.g., a security deposit) that you are required to pay. Explain this housing arrangement in more detail in the “Explanation” column for each week of your internship (e.g., the organization through which you will arrange housing, rate you will be charged, any additional nonrefundable housing-related fees that you must pay [e.g., utilities], etc.) If you will have no out-of-pocket housing costs related to your internship, enter “0” in the “Housing” column for each week of your internship. This would also be the case if your internship sponsor is providing housing for you, at no out-of-pocket cost to you. 4. Meals and Incidental Expenses. Here you must use the same guidelines that the University has its employees use who travel on business, which are also the US Government Services Administration’s guidelines for Federal employees traveling on official business. : http://www.gsa.gov/portal/category/100120. These expense allowances vary by location and month of the year, and are listed on a per diem basis. In your expense projections, add up the daily costs and enter them as a weekly amount for each week of your internship. 5. Weekly Expense Total(s). For each cell in the “Weekly Expense Total” column, insert the sum of projected costs for transportation, housing, and meals & incidental expenses for that week. For the cell to the right of the “Sum of Projected Weekly Expense Totals” cell, insert the sum of the weekly expense totals. 6. Additional non-weekly expenses. For these, enter the cost figure in the “Total” column, and a detailed explanation in the “Explanation” column. One example of such an allowable expense would be the transportation cost of one round-trip fare between home and your internship location if the location is not in your home town, and is far enough away from home that 1

For example, Washington Internship Student Housing (“W.I.S.H.”) in Washington, D.C.; or Educational Housing Services (“E.H.S.”) in New York City.

you could not realistically commute. Transportation from CMU to your home prior to the start of your internship would not be such an allowable expense, in that it would not be directly related to the internship; i.e., you would have incurred that cost anyway, independent of the internship.

Projected Summer Revenue Report 1. “Week of.” Use the same dates that were used in the Projected Summer Expense Report. 2. Transportation. If your internship sponsor will give you a transportation allowance (either paid in advance or as reimbursement), enter this amount as a weekly sum in the “Transportation” column for each week of your internship. Explain this allowance in more detail, if needed, in the “Explanation” column for each week of the internship. 3. Housing. If your internship sponsor will give you a housing allowance, enter this amount as a weekly sum in the “Housing” column for each week of your internship. Explain this allowance in more detail, if needed, in the “Explanation” column for each week of the internship. 4. Meals & Incidental Expenses (“M&IE”). If your internship sponsor will give you an allowance (either paid in advance or as reimbursement) for meals and incidental expenses, enter this amount as a weekly sum in the “M&IE” column for each week of your internship. Explain this allowance in more detail, if needed, in the “Explanation” column for each week of the internship. 5. Weekly Revenue Total. For each cell in the “Weekly Revenue Total” column, insert the sum of projected revenue for transportation, housing, and meals & incidental expenses for that week. For the cell to the right of the “Sum of Projected Weekly Revenue Totals” cell, insert the sum of each weekly revenue total. 6. Additional non-weekly revenue. For these, enter the revenue figure in the “Total” column, and a detailed explanation in the “Explanation” column. Examples: a one-time stipend payment from the internship sponsor; or a separate grant from another source to support you in your internship.

Projected Summer Expense/Revenue Reconciliation Report 1. In the cell to the right of the “TOTAL PROJECTED EXPENSES” cell, enter the “Grand Total” dollar amount from the Projected Summer Expense report. 2. In the cell to the right of the “TOTAL PROJECTED REVENUE” cell, enter the “Grand Total” dollar amount from the Projected Summer Revenue report. 3. Subtract the total projected revenue dollar amount from the total projected expenses dollar amount, and enter this dollar figure in the cell to the right of the “NET PROJECTED EXPENSES” cell.

Example Here is a hypothetical example. In this case, the student is a current junior, and has secured an internship with a non-profit public housing assistance center in Palo Alto, California, which happens to be located on the campus of Stanford University. The student is from Los Angeles, and will be living with relatives in Pleasanton, California during her internship. She has her own car, and will drive from Los Angeles to Pleasanton to begin her internship, and back to Los Angeles after her internship ends. For her commute from Pleasanton to her internship in Palo Alto, she will use a combination of driving and public transportation. While she has no housing costs per se, she has committed to a contribution of $25 per week to her relatives for the added costs of having her stay with them. The internship begins on June 4, 2018, and ends on July 27, 2018. She will receive two forms of compensation from the internship sponsor: 1. a $500.00 stipend (one-time payment) 2. a travel allowance of $10/day (paid weekly, in advance)

Part One: Projected Summer Expense Report (example) Week #

Week of2

1

June 4, 2018

Transportation3 $99.65

Housing

$25.00

Meals and Incidental Expenses (“M&IE”)4 $85.00

Weekly Total

Explanation

$209.65 Transportation: 1. From student’s summer residence to the Pleasanton ACE Train Station ([8 miles round-trip/day x 5 days] x $.54/mile = $21.60 driving/week); 2. ACE train (Pleasanton, CA station-to-Fremont, CA station; [$7.21/day round-trip x 5 days] = $36.05/week) 3. Line U East Bay Express Bus (Fremont, CA ACE train station-to-Stanford University): $8.40/day round-trip x 5 days = $42/week) Transportation total (week 1): $99.66 Housing: $25.00

2

3

June 11, 2018

$99.65

$25.00

$85.00

M&IE: ([$12.00/day for lunch + $5.00/day for incidental expenses] x 5 days = $85.00/week) $209.65 Transportation: 1. From student’s summer residence to the Pleasanton ACE Train Station ([8 miles round-trip/day x 5 days] x $.54/mile = $21.60 driving/week); 2. ACE train (Pleasanton, CA station-to-Fremont, CA station; [$7.21/day round-trip x 5 days] = $36.06/week)

A mix of driving and public transportation. For Palo Alto in June and July, the daily allowance for meals and incidental expenses is $12 for lunch, and $5.00 for incidental expenses; or $17/day x 5 days/week = $85.00/week. (In that this student will be living with relatives, we assume breakfasts and dinners would also be at home.) 4

3. Line U East Bay Express Bus (Fremont, CA ACE train station-to-Stanford University): $8.40/day round-trip x 5 days = $42/week) Transportation total (week 2): $99.65 Housing: $25.00

3

June 18, 2018

$99.65

$25.00

$85.00

M&IE: ([$12.00/day for lunch + $5.00/day for incidental expenses] x 5 days = $85.00/week) $209.65 Transportation: 1. From student’s summer residence to the Pleasanton ACE Train Station ([8 miles round-trip/day x 5 days] x $.54/mile = $21.60 driving/week); 2. ACE train (Pleasanton, CA station-to-Fremont, CA station; [$7.21/day round-trip x 5 days] = $36.06/week) 3. Line U East Bay Express Bus (Fremont, CA ACE train station-to-Stanford University): $8.40/day round-trip x 5 days = $42/week) Transportation total (week 3): $99.65 Housing: $25.00

4

June 25, 2018

$99.65

$25.00

$85.00

M&IE: ([$12.00/day for lunch + $5.00/day for incidental expenses] x 5 days = $85.00/week) $209.65 Transportation: 1. From student’s summer residence to the Pleasanton ACE Train Station ([8 miles round-trip/day x 5 days] x $.54/mile = $21.60 driving/week); 2. ACE train (Pleasanton, CA station-to-Fremont, CA station; [$7.21/day round-trip x 5 days] = $36.06/week) 3. Line U East Bay Express Bus (Fremont, CA ACE train station-to-Stanford University): $8.40/day round-trip x 5 days = $42/week) Transportation total (week 4): $99.65

Housing: $25.00

5

July 2, 20185

$79.72

$25.00

$68.00

M&IE: ([$12.00/day for lunch + $5.00/day for incidental expenses] x 5 days = $85.00/week) $172.72 Transportation: 1. From student’s summer residence to the Pleasanton ACE Train Station ([8 miles round-trip/day x 4 days] x $.54/mile = $17.28 driving/week); 2. ACE train (Pleasanton, CA station-to-Fremont, CA station; [$7.21/day round-trip x 4 days] = $28.84/week) 3. Line U East Bay Express Bus (Fremont, CA ACE train station-to-Stanford University): $8.40/day round-trip x 4 days = $33.60/week) Transportation total (week 5): $79.72 Housing: $25.00 M&IE: ([$12.00/day for lunch + $5.00/day for incidental expenses] x 4 days = $68.00/week)

6

5

July 9, 2018

$99.65

A 4-day week, due to the July 4th national holiday.

$25.00

$85.00

$209.65 Transportation: 1. From student’s summer residence to the Pleasanton ACE Train Station ([8 miles round-trip/day x 5 days] x $.54/mile = $21.60 driving/week); 2. ACE train (Pleasanton, CA station-to-Fremont, CA station; [$7.21/day round-trip x 5 days] = $36.06/week) 3. Line U East Bay Express Bus (Fremont, CA ACE train station-to-Stanford University): $8.40/day round-trip x 5 days = $42/week) Transportation total (week 6): $99.65

Housing: $25.00

7

July 16, 2018

$99.65

$25.00

$85.00

M&IE: ([$12.00/day for lunch + $5.00/day for incidental expenses] x 5 days = $85.00/week) $209.65 Transportation: 1. From student’s summer residence to the Pleasanton ACE Train Station ([8 miles round-trip/day x 5 days] x $.54/mile = $21.60 driving/week); 2. ACE train (Pleasanton, CA station-to-Fremont, CA station; [$7.21/day round-trip x 5 days] = $36.06/week) 3. Line U East Bay Express Bus (Fremont, CA ACE train station-to-Stanford University): $8.40/day round-trip x 5 days = $42/week) Transportation total (week 7): $99.66 Housing: $25.00

8

July 23, 2018

$99.65

$25.00

$85.00

M&IE: ([$12.00/day for lunch + $5.00/day for incidental expenses] x 5 days/week = $85.00/week) $209.65 Transportation: 1. From student’s summer residence to the Pleasanton ACE Train Station ([8 miles round-trip/day x 5 days] x $.54/mile = $21.60 driving/week); 2. ACE train (Pleasanton, CA station-to-Fremont, CA station; [$7.21/day round-trip x 5 days] = $36.06/week) 3. Line U East Bay Express Bus (Fremont, CA ACE train station-to-Stanford University): $8.40/day round-trip x 5 days = $42/week) Transportation total (week 8): $99.65 Housing: $25.00 M&IE: ([$12.00/day for lunch + $5.00/day for incidental expenses] x 5 days = $85.00/week)

Sum of Weekly Expense Totals: ADDITIONAL NON-WEEKLY EXPENSES

$1640.27 $369.36 342 miles driving distance from Los Angeles to Pleasanton, CA., and back ([342 miles x $.54/mile] x 2 = $369.36)

Grand Total:

$2009.63

Part Two: Projected Summer Revenue Report (example) Week #

Week of

1

June 4, 2018

Transportation $50.00

Housing 0

Meals and Incidental Expenses (“M&IE”) 0

Weekly Total

Explanation

$50.00 Transportation: $10/day travel allowance x 5 days Housing: $0

2

June 11, 2018

$50.00

0

0

M&IE: $0 $50.00 Transportation: $10/day travel allowance x 5 days Housing: $0

3

June 18, 2018

$50.00

0

0

M&IE: $0 $50.00 Transportation: $10/day travel allowance x 5 days Housing: $0

4

June 25, 2018

$50.00

0

0

M&IE: $0 $50.00 Transportation: $10/day travel allowance x 5 days Housing: $0 M&IE: $0

5

July 2, 20186

$40.00

0

0

$40.00 Transportation: $10/day travel allowance x 4 days Housing: $0

6

July 9, 2018

$50.00

0

0

M&IE: $0 $50.00 Transportation: $10/day travel allowance x 5 days Housing: $0

7

July 16, 2018

$50.00

0

0

M&IE: $0 $50.00 Transportation: $10/day travel allowance x 5 days Housing: $0

8

July 23, 2018

$50.00

0

0

M&IE: $0 $50.00 Transportation: $10/day travel allowance x 5 days Housing: $0 M&IE: $0

Sum of Weekly Revenue Totals: ADDITIONAL NON-WEEKLY REVENUE

$500.00 $500.00 stipend from the internship sponsor

Grand Total:

6

A 4-day week, due to the July 4th national holiday.

$390.00

$890.00

Part Three: Projected Summer Expense/Revenue Reconciliation Report (example) TOTAL EXPENSES

$2009.63

(TOTAL REVENUES)

$890.00

NET TOTAL EXPENSES

$1119.63

Assuming that the internship meets all of the eligibility criteria for a Dietrich College Summer 2018 Internship Opportunity Grant, this student would likely receive a grant of $1120.00 (rounded up from $1119.63).