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.
- Please retain your purchase receipts
and submit them to the instructor at the end of the quarter.
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
- ideally, a graduate student - 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 a scan or
photograph of the receipts.
Amazon Gift Cards:
- Here is one option for project
reimbursement. Amazon gift cards can be used to purchase supplies, parts, and
tools in support of fabrication projects. The administrative procedure is
detailed here.
-
-
Students who choose to work on
projects requiring fabrication must first list every item that they wish to
purchase. This would consist of the name of the item and its Amazon
url.
-
This list is then submitted to
the instructor.
-
The instructor will then submit
the list to the University's Environmental Health & Safety (EH&S) for
approval according to the
Course
Kit review process.
-
EH&S will review the list
for approval and inform the instructor. It is not known how long this part of
the process might take.
-
The instructor will relay the
approval to the student.
-
Only after the approval is
received will the student be allowed to initiate the purchase
process.
-
The student must submit their
receipts to the instructor.
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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