Difference between revisions of "ESE Reimbursement Process"

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Groups looking for reimbursement from the ESE department after they purchase the equipment necessary to complete their project must adhere to the following administrative steps:
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== General Rules ==
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# Post their tentative budget in their project webpage. The budget must include:
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Each team can choose to reimburse for the devices and services budgeted in their proposal, up to $150.
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#* link to provider's webpages for each item.
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#* latest observed price for each item.
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'''All reimbursed devices become University property, and therefore must be returned to the lab.'''
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#* expected total for all the purchases, including shipping and taxes.
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In other words, you can only reimburse the cost of the devices that you do not want to keep.
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# After the budget is posted it must be approved by the group's TA. With that approval the group can now purchase the items.
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# Once the items arrive, the ''original'' receipts must be saved (i.e., screenshots or emailed receipts are '''not''' valid). Invoices (typically included in the box with the items) are preferred for this purpose.
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== Bureaucracy ==
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# Each group must write a short document with a justification for their purchase. The description must include:
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The following requirements must be satisfied to apply for reimbursement:
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# Your proposal must include an approved budget, as explained in the [[Project proposal guidelines]].
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# You must send your TA a spreadsheet listing all the reimbursed devices. The spreadsheet must include the following columns:
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#* item name
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#* purchase date
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#* serial number (if available)
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#* short description
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#* list of detachable parts (if available)
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#* URL link to provider
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#* URL link to manual or datasheet (if available)
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# You must be in possession of the original invoices or receipts for each of the devices or services.
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# You must write a justification document including:
 
#* the course (i.e. ESE205).
 
#* the course (i.e. ESE205).
 
#* group members.
 
#* group members.
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#* a short justification for the purchase (maximum 4 lines). For example, explain how these items will enable the group to complete their project.
 
 
#* a list of the items purchased with their prices and providers.
 
#* a list of the items purchased with their prices and providers.
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# This document must be physically signed by [[User:Hgonzale|Humberto]].
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#* a short explanation (maximum one paragraph) why you purchased the devices or services (e.g., part of a ESE205 project, fundamental to have successful demo, etc.).
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# The signed document, together with all the original receipts, must be turned in to Elaine Murray. Her office is located in Green Hall 1101.
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# Once Elaine obtains departamental approval you will receive a check with the reimbursed amount.
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Once you have satisfied all the requirements, [[User:Hgonzale|Humberto]] must sign the justification document.
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Then, you must bring the justification document together with all the invoices or receipts to Elaine Murray (Green Hall 1101).
  
 
[[Category:Instructives]]
 
[[Category:Instructives]]

Revision as of 01:23, 27 November 2016

General Rules

Each team can choose to reimburse for the devices and services budgeted in their proposal, up to $150.

All reimbursed devices become University property, and therefore must be returned to the lab. In other words, you can only reimburse the cost of the devices that you do not want to keep.

Bureaucracy

The following requirements must be satisfied to apply for reimbursement:

  1. Your proposal must include an approved budget, as explained in the Project proposal guidelines.
  2. You must send your TA a spreadsheet listing all the reimbursed devices. The spreadsheet must include the following columns:
    • item name
    • purchase date
    • serial number (if available)
    • short description
    • list of detachable parts (if available)
    • URL link to provider
    • URL link to manual or datasheet (if available)
  3. You must be in possession of the original invoices or receipts for each of the devices or services.
  4. You must write a justification document including:
    • the course (i.e. ESE205).
    • group members.
    • a list of the items purchased with their prices and providers.
    • a short explanation (maximum one paragraph) why you purchased the devices or services (e.g., part of a ESE205 project, fundamental to have successful demo, etc.).

Once you have satisfied all the requirements, Humberto must sign the justification document. Then, you must bring the justification document together with all the invoices or receipts to Elaine Murray (Green Hall 1101).

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