By following the procedure
described below, students can be reimbursed for some project
purchases.
Students:
Before
spending your own money,
review this entire procedure and this
List
of Non-reimbursable Expenses and its additional constraints.
Identify a team member
to be your team's Financial Manager.
For Financial Manager
role approval, edit and email as an attachment this
spreadsheet with no listed purchases (yet) using
this template's subject line to
your ECE Faculty
Advisor, (soliciting an affirmative response)
team members,
and
ece4012report@ece.gatech.edu
Report the Financial
Manager role in your Weekly
Report as described in its template.
Students solicit Advisor's
approval prior to making purchases. Skip
this step at your own risk or if you are willing personally to
finance your project. You may wish to confirm
via email.
Students execute purchases
retaining receipts.
Upon believing that
it is not already in ECE's stocks and receiving Advisor approval,
students can execute a batch of legitimate
purchases saving your receipts. Receipts should reflect
only purchases for your project.
Pursue reimbursement
no later than November 30. To
be reimbursed,
Your receipts need
to indicate that the vendor has been paid in full with zero
balance due,
the receipt needs to be a receipt and not a quote,
receipts should reflect only purchases for your project, and
your group needs to be using the item.
(While not exactly
the same, you are welcome to see the Mechanical Engineering
Capstone reimbursement policy linked below.)
Create a single PDF
with the same
spreadsheet edited to include per-receipt purchases as a
cover sheet and subsequent pages with receipt images (possibly
scanned).
Email the PDF to
your ECE Advisor stating that you are soliciting reimbursement.
Advisors
Review student submissions.
If there are
problems,
Notify students
soliciting a revision.
Otherwise,
Forward to Lab
Staff PDF package with your affirmation of Advisor approval.
Lab Staff
Review Advisor submissions
confirming Advisor affirmation and legitimate purchases.. If
there are problems,
Notify Advisor
soliciting a revision.
Otherwise,
Forward to Accounting/Admins
with your affirmation of Lab Staff approval.
Accounting/Admins
Review Lab Staff submissions
confirming Lab Staff affirmation and team budget are not exceeded.
If there are
problems,
Notify Lab Staff
and soliciting a revision.
Otherwise,
Send funds to listed
students for listed amounts.