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Project Expenses
and Reimbursement
General Information:
- Project expenses are expected to be
modest, no more than a few $100, depending on the project.
Reimbursement Guidelines:
- Reimbursable items include supplies,
parts, software, consulting services, shipping, tax directly relating to the
project.
- Non-reimbursable items include shop fees,
interest charges on credit cards, personal computer upgrades, food, alcohol,
parking tickets, traffic fines, and items listed below
- Items that require pre-purchase approval
include any item over $100, consulting services, ...
- The course will not reimburse car rentals
and mileage.
Unauthorized Purchases:
- NO Personal Expenses (expenses not
made on behalf of the University).
- NO Fabrications (costs for parts
and materials used to fabricate a piece of special purpose
equipment)
- NO Hazardous Materials (including
chemicals, compressed gases, and radioactive materials)
- NO Travel (including transportation
to/from airport, airline tickets, hotel costs, car rentals, meals, and
telephone charges while traveling)
- NO Student Fees (including shop
fees and conference registration)
- NO Cash Advances
- NO Laboratory Animals
- NO Transactions over Authorized
Limit (unless specifically exempted)
- NO Split Transactions (the cost of
one item can not be split between more than one transaction)
- No Human Subjects Incentive
Payments (for participation of users)
Purchase Procedure:
- It would be best if one team member
assumes responsibilities for all purchases.
- Purchases can be made with a
Stanford
PCard or individual credit card or cash. (Cash advances can not be
arranged.)
- Save all receipts from reimbursable
purchases.
Reimbursement Procedure:
- Collect all receipts from purchases made
by an individual team member.
- Arrange receipts in chronological
order.
- Number receipts in chronological
order.
- Paste, using a glue stick, original
receipts on 8.5 by 11 sheets of paper (one side only). (Multiple receipts
on one page is ok.)
- Avoid using a highlighter on the receipts
as may render the printing unreadable.
- Compose a text document justifying need
for each item on each receipt. Example, "electronic parts required for motor
control module".
- Email text document and hand in
receipts.
Other:
- All purchased equipment and tools becomes
Stanford's property. Please turn in all materials at the end of the
course.
- Do not work with hazardous materials
without approved training and protection.
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