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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 (must include
name of vendor, date, description and cost of items bought) from purchases made
by an individual team member for the entire quarter.
- Arrange the receipts in
chronological order.
- Number the chronologically-arranged
receipts.
- Paste (using a glue stick - do
not staple or tape), 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 when
scanned.
- 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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