Winter Quarter 2014

ENGR110/210
 Perspectives in Assistive Technology 

David L. Jaffe, MS and Professor Drew Nelson
Tuesdays & Thursdays   4:15pm - 5:30pm
Thornton Center - Classroom 110

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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.

Updated 02/26/2014

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