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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 nature of the
project.
Reimbursement Guidelines:
- Reimbursable items include costs directly
relating to the project: supplies, parts, software, consulting services,
shipping, tax, and printing.
- Expenses will not be reimbursed for
projects specifically intended to benefit family members or
friends.
- Items that require pre-purchase approval
include any item over $100, consulting services, ...
Unauthorized Purchases:
- NO Personal Purchases not made on
behalf of the University
- NO Personal Expenses including car
rentals, mileage, interest charges on credit cards, personal computer upgrades,
food or drink, alcohol, gasoline, parking tickets, and traffic
fines
- NO Special 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 authorized
- 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, the 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 doing so 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
to Dave.
Other:
- All purchased and reimbursed 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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