ESE Reimbursement Process

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:

1. Post their tentative budget in their project webpage. The budget must include:
   • link to provider's webpages for each item.
   • latest observed price for each item.
   • expected total for all the purchases, including shipping and taxes.
2. After the budget is posted it must be approved by the group's TA. With that approval the group can now purchase the items.
3. 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.
4. Each group must write a short document with a justification for their purchase. The description must include:
   • the course (i.e. ESE205).
   • group members.
   • 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.
5. This document must be physically signed by Humberto.
6. The signed document, together with all the original receipts, must be turned in to Elaine Murray. Her office is located in Green Hall 1101.
7. Once Elaine obtains departamental approval you will receive a check with the reimbursed amount.