David L. Jaffe, MS
Lathrop Library Classroom 282
Tuesdays & Thursdays from 4:30 to 5:50pm PT

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.

1. 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.

2. This list is then submitted to the instructor.

3. 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.

4. 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.

5. The instructor will relay the approval to the student.

6. Only after the approval is received will the student be allowed to initiate the purchase process.

7. 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.

Updated 09/13/2022