Students must use the following forms for reimbursement and purchases:
Once completed, forms can be submitted to Cindy Winkelblech in 314C Leonhard. Additional details follow.
Each team has a budget of up to $1000 for project expenses, which includes travel, materials, and supplies. It is helpful to assign one person to be responsible for tracking all of team's project related expenses so that they can be accurately reported to the instructor, sponsor, and in project reports.
Purchases are limited to $50 or less (cash or credit) total per vendor per day per student. Purchases greater than $50 should be made through Cindy Winkelblech using the Materials Request Form as described below. Purchase requests should include complete information for buying the item, as well as the student's name, local mailing address, telephone number, email address; team name; and company sponsor. The person handling the team's budget should make sure to record all taxes as well as shipping and handling charges for all purchases.
Original receipts are required for reimbursement, and each receipt must be initialed by the team's instructor before submitting it for reimbursement. Petty cash may be requested once a week for no more than $50 using the Petty Cash Form as described below. Students submitting multiple receipts that total more than $75 will be reimbursed by check and mailed directly to the student at the address provided. This will take about 2 weeks to be processed. Students are strongly encouraged to request petty cash reimbursements as soon as purchases are made - do not let receipts accumulate. Reimbursements are handled on a first-come, first-served basis.
Telephone calls can be made from the Learning Factory or the conference rooms in 339 and 312 Leonhard Building - see Cindy Winkelblech in 314C Leonhard to schedule the conference room. If you call from your residence, the bills are reimbursable if you submit the original phone bill as a receipt.
Meals and taxi service in the State College area cannot be reimbursed. Also, postage cannot be reimbursed - Cindy Winkelblech can mail or ship items for the team as needed. Finally, project expenses that exceed $1000 that have not been approved by the instructor and agreed upon by the company will not be reimbursed. For more details, read the Reimbursement and Purchasing Guidelines form.
Project expenses over $1000 must be approved by the instructor before any such purchases are made. Unapproved purchases that exceed this amount will not be reimbursed.
Some projects may require equipment that exceeds the allotted budget, and the team should work with the instructor and sponsor to determine the best way to proceed. The same goes for travel as sponsors are often willing to help pay the cost to fly the team in for a site visit if the company is not within driving distance.
Site visits to sponsors must be pre-approved by the team's instructor, and all actual receipts (plus mileage) are reimbursable - see Traveling for Projects for additional details.