Documenting Additional Expenses

Documenting Additional Expenses

Sometimes unexpected expenses occur during the academic year that exceed the standard Student Expense Budget. The Financial Aid Office allows students to document these expenses and to request additional funding to help with these costs. In most cases the additional funding consists of loan or Work-Study. The types of allowable expenses are described below. The Documenting Additional Expenses form is available on the Financial Aid forms Web page beginning in August for the following academic year.

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EXPENSE CATEGORIES

HOUSING

Housing costs that exceed the basic student budget for reasonable, justified living accommodations are acceptable; however, you are expected to seek housing within the budgeted housing allowance. Acceptable additions to this category include:

• Excess rent, basic PG&E, and telephone costs
• Homeowner's or renter's insurance premiums

To document these expenses, submit appropriate bills, lease agreement, and proofs of payment. Receipts for three months of payments are required to verify rent, PG&E, and telephone costs. If you have roommates, your costs will be divided by the number of roommates.

MEDICAL, DENTAL, AND OPTICAL ALLOWANCES

A medical, dental, and optical allowance for expenses not covered by insurance is included in the “Personal” category of the basic budget. Appropriate documentation for additional projected expenses or expenses that occur during the academic year include:

• Health care provider's billing statements showing cost, date of treatment, and amount paid
• Copy of insurance policy (for student's premium cost)
• Proof of payment by student or parent

Projected expenses that occur during the academic year will be considered when you present a signed health care provider's statement, written on letterhead, indicating:

• Treatment required
• Cost
• Scheduled date of treatment

TRANSPORTATION

The basic student budget covers moderate cost of public transportation for incidental travel to and from your parents’ home, and an annual bicycle license Acceptable additional expenses may include:

• Transportation costs required by an academic program, employment, unusual medical condition or other reasons directly related to educational needs. Supporting statements from an academic advisor or employer may be requested.
• Costs of commuting to UC Davis from surrounding communities or visiting family.
• Costs of commuting to work/internship from surrounding communities.
• Cost of car insurance for student that exceeds current budget allotment.

Costs not considered for funding: car payments, trips for entertainment.

BOOKS AND SUPPLIES

Acceptable additions to the “Books and Supplies” category of the basic student budget include:

• Required reference texts
• Required special equipment/supplies
• Required research costs

CHILD SUPPORT

Child support payments are allowable, if:

• The Expected Family Contribution does not already reflect child support obligations.
• The payments are court-ordered. Submit a copy of the court order.
• Child support has not yet been determined by the courts, as in the case of separations. Payments for up to one year are allowed with a notarized statement from the student and ex-spouse regarding the amount and frequency of payments, and a record of three months of payments.

ALTERNATE FAMILY BUDGET

Complete a Change In Aid form, which you can print from our Web site financialaid.ucdavis.edu or pick up at 1100 Dutton Hall.

LIFE INSURANCE

Life insurance premiums are allowed for the student and/or dependent children of the student. Proof of life insurance premiums in the student’s name is required.