Difference between revisions of "Reimbursements"

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'''I will try my best to get things so you are not out of pocket.'''
 
'''I will try my best to get things so you are not out of pocket.'''
  
−
'''However, if you do purchase something, you will need to fill out a form, attach the receipts, and leave it in my faculty mailbox.  
+
'''However, if you do purchase something, see below.  
  
−
Do NOT hand it to me.'''
+
Keep all receipts. Do NOT hand them to me in a crumpled pile; don't leave a pile of contextless receipts.'''
 +
 
 +
All receipts need to be originals. Write notes on the originals so you remember what it was for.
  
  
 
-------------------------------------------
 
-------------------------------------------
 
'''WHEN YOU ARE CONSIDERING GOING AND ASKING FOR SUPPORT'''
 
'''WHEN YOU ARE CONSIDERING GOING AND ASKING FOR SUPPORT'''
−
'''B E F O R E  .  Y O U  .  GO'''
 
  
 +
'''B E F O R E  .  Y O U  .  GO'''  (ask, do not assume)
 +
 +
Plan as far ahead as possible.
 +
 +
You are allocated $350 from FAS and $350 from SIAT per year.
 +
 +
I will try to make up the difference as much as I can; once a year for domestic travel, once a year for international travel.
 +
 +
This is not a guarantee — it depends on how much food I've killed (i.e., grants I have written for and received)
 +
 +
You must present a paper or exhibit to receive support; you must also get and attach a letter from the conference or exhibit
 +
 +
venue that says you are presenting a paper or an exhibit..
 +
 +
 +
In order for me to consider support, you need to send me the following information in email,
 +
 +
with an apporporiate email title I can look up easily. This mirrors SFU regulations.
 +
 +
 +
 +
Name of conference =
 +
 +
Days of conference =
 +
 +
Airfare = $
 +
 +
Ground Transport = $ (this may or may not be covered)
 +
 +
Hotel = $ per night x number of nights =
 +
 +
Per Diem (food)** = $40. x number of nights =
 +
 +
Conference Fees = $ (if it is waived, say so on all subsequent forms)
 +
 +
TOTAL =
 +
 +
 +
minus $350 FAS =
 +
 +
minus $350 SIAT =
 +
 +
'''GRAND TOTAL = (amount requested of Gromala)'''
 +
 +
. ** Note that each day is counted if you spend the most of your 24 hours in transit and at the destination.
 +
 +
They don't pay days when most of that say is spent here; for example, they don't pay for the per diem on the day you
 +
 +
take a red eye out of Vancouver because you would have spent the majority of the day in Vancouver. The same holds from your departure city.
 +
 +
 +
Note: if you are a grad student, CALL the conference organizers and see if they can help you out
 +
 +
by waiving conference fees or shippping. Chances are good that they will if it means you cannot
 +
 +
attend without their support.
 +
 +
 +
Email me this information entitled: ''travel funds requested for x conference or exhibit'' and
 +
 +
provide a date when you need to hear from me.
 +
 +
 +
Note: If I agree to pay for airfare or some other amount, I will send an email confirmation.
 +
 +
Thereafter, you must:
 +
 +
1. Call Travel Cuts and arrange for an economy fare within the limits of the amount I emailed you
 +
 +
2. Have Travel Cuts cc me on the email they send you regarding your itinerary
 +
 +
3. Travel Cuts will fax (778.782.7478) me a form that I need to fill out, sign it, get Bowes' signature and fax back within the day
 +
 +
(I can't do that without your itinerary or student number)
 +
 +
If I am not on campus, you must fill it out as best you can and give it to Desiree. She has my signing authority.
 +
 +
4. Once Travel Cuts receives my fax, the ticket is paid for from my budget
 +
 +
(This method is easier than getting it reimbursed.)
 +
 +
 +
-------------------------------------------
 +
'''WHEN YOU RETURN FROM A CONFERENCE'''
 +
 +
As soon as humanly possible:
 +
 +
1. Go to the SFU reimbursement site : [http://www.sfu.ca/finance/ http://www.sfu.ca/finance]
 +
or download the form directly from [http://www.sfu.ca/finance/payment_services/forms/docs/trclaimEmployeesOnly.xls here]
 +
 +
2. Print out the 3 page reimbursement form (the 1st 2 pages look like travel, the 3rd page is comprised of directions; ''read them'').
 +
 +
3. Fill out your name, student number and SIAT info (upper part of form), travel info (airfare, etc.) on both pages
 +
 +
4. Leave budget numbers blank (top of page 1)
 +
 +
5. Attach your reciepts to it (if you do not have airfare stubs or original receipts, it will not be reimbursed) AND your invitation letter from the conference.
 +
 +
6. Photocopy it and put it in my faculty mailbox.
 +
 +
 +
[http://wiki.iat.sfu.ca/FeralComputingLab/images/e/e5/Travel_Expense_Claim.pdf Example of Completed Form]
 +
 +
 +
 +
Missing or confusing information WILL cause significant delay.
 +
 +
I will fill out the rest, adjust my budget, write a justification, get Dr. Bowes' signature and give it to Desiree.
 +
 +
She prepares it and gives it back to me to sign.
 +
 +
We send it to finance for reimbursement.
 +
 +
 +
-------------------------------------------
 +
'''WHEN YOU BUY EQUIPMENT OR MATERIALS THAT GROMALA GIVES YOU CASH FOR
 +
'''
  
 
1. Go to the SFU reimbursement site : [http://www.sfu.ca/finance/forms/index.htm http://www.sfu.ca/finance/forms/index.htm]
 
1. Go to the SFU reimbursement site : [http://www.sfu.ca/finance/forms/index.htm http://www.sfu.ca/finance/forms/index.htm]
  
−
2. Print out the 3 page reimbursement form (the 1st 2 pages look like travel, but we still have to submit all 3 pages).
+
2. Print out the 3 page reimbursement form (the 1st 2 pages look like travel, the 3rd page is comprised of directions; ''read them'').
 +
 
 +
3. Fill in Gromala's name in the name space, leave all other lines blank (upper part of form)
 +
 
 +
4. Leave budget numbers blank
 +
 
 +
5. Attach your reciepts to it ALONG WITH SERIAL NUMBERS IF THE ITEM HAS THEM
  
−
3. Fill in as much as you can concerning the date of purchase, price, serial number, and so on. (bottom of page 1; inc).
+
6. Photocopy it; keep the photocopies
  
−
4. Leave my name and budget numbers blank.
+
7. Put it in a large envelop so you don't have to fold anything.
 +
 
 +
8. put it in my faculty mailbox.
 +
 
 +
 
 +
I will fill out the rest, adjust my budget, write a justification, get Dr. Bowes' signature and give it to Desiree.
 +
 
 +
She prepares it and gives it back to me to sign.
 +
 
 +
We send it to finance for reimbursement.
 +
 
 +
 
 +
-------------------------------------------
 +
'''WHEN YOU BUY EQUIPMENT OR MATERIALS THAT YOU PAY FOR
 +
'''
 +
 
 +
Hopefully, this will be a rare occurence.
 +
 
 +
 
 +
1. Go to the SFU reimbursement site : [http://www.sfu.ca/finance/forms/index.htm http://www.sfu.ca/finance/forms/index.htm] or download [[Media:TrclaimEmployeesOnly18.xls | here]]
 +
 
 +
2. Print out the 3 page reimbursement form (the 1st 2 pages look like travel, the 3rd page is comprised of directions; ''read them'').
 +
 
 +
3. Fill in YOUR name and student number; leave all else on the top of the form blank  
 +
 
 +
4. Fill in as much as you can on the bottom part of page 1 concerning the date of purchase, price, serial number, and so on.
  
 
5. Attach the '''original receipts''' (or we don't get reimbursed, period).
 
5. Attach the '''original receipts''' (or we don't get reimbursed, period).
Line 23: Line 172:
 
6. Put it in a large envelop so you don't have to fold anything.
 
6. Put it in a large envelop so you don't have to fold anything.
  
−
7. Put a $ sign on it.
+
7. Leave it in my faculty mailbox.
 +
 
 +
 
 +
I will fill out the rest, adjust my budget and write a justification and give it to Desiree.
 +
 
 +
She prepares it and gives it back to me to sign.
  
−
8. Leave it in my faculty mailbox.
+
We send it to finance for reimbursement.
  
−
9. You are obligated to do this even if I give you cash and you are not out of pocket.
 
  
−
10. I will finish it, photocopy it, get signatures, and send on.
+
----------------------------------------
 +
If you have any questions, please contact Desiree: djn@sfu.ca or 778.782.7441

Latest revision as of 20:54, 5 January 2008

I will try my best to get things so you are not out of pocket.

However, if you do purchase something, see below.

Keep all receipts. Do NOT hand them to me in a crumpled pile; don't leave a pile of contextless receipts.

All receipts need to be originals. Write notes on the originals so you remember what it was for.


WHEN YOU ARE CONSIDERING GOING AND ASKING FOR SUPPORT

B E F O R E . Y O U . GO (ask, do not assume)

Plan as far ahead as possible.

You are allocated $350 from FAS and $350 from SIAT per year.

I will try to make up the difference as much as I can; once a year for domestic travel, once a year for international travel.

This is not a guarantee — it depends on how much food I've killed (i.e., grants I have written for and received)

You must present a paper or exhibit to receive support; you must also get and attach a letter from the conference or exhibit

venue that says you are presenting a paper or an exhibit..


In order for me to consider support, you need to send me the following information in email,

with an apporporiate email title I can look up easily. This mirrors SFU regulations.


Name of conference =

Days of conference =

Airfare = $

Ground Transport = $ (this may or may not be covered)

Hotel = $ per night x number of nights =

Per Diem (food)** = $40. x number of nights =

Conference Fees = $ (if it is waived, say so on all subsequent forms)

TOTAL =


minus $350 FAS =

minus $350 SIAT =

GRAND TOTAL = (amount requested of Gromala)

. ** Note that each day is counted if you spend the most of your 24 hours in transit and at the destination.

They don't pay days when most of that say is spent here; for example, they don't pay for the per diem on the day you

take a red eye out of Vancouver because you would have spent the majority of the day in Vancouver. The same holds from your departure city.


Note: if you are a grad student, CALL the conference organizers and see if they can help you out

by waiving conference fees or shippping. Chances are good that they will if it means you cannot

attend without their support.


Email me this information entitled: travel funds requested for x conference or exhibit and

provide a date when you need to hear from me.


Note: If I agree to pay for airfare or some other amount, I will send an email confirmation.

Thereafter, you must:

1. Call Travel Cuts and arrange for an economy fare within the limits of the amount I emailed you

2. Have Travel Cuts cc me on the email they send you regarding your itinerary

3. Travel Cuts will fax (778.782.7478) me a form that I need to fill out, sign it, get Bowes' signature and fax back within the day

(I can't do that without your itinerary or student number)

If I am not on campus, you must fill it out as best you can and give it to Desiree. She has my signing authority.

4. Once Travel Cuts receives my fax, the ticket is paid for from my budget

(This method is easier than getting it reimbursed.)


WHEN YOU RETURN FROM A CONFERENCE

As soon as humanly possible:

1. Go to the SFU reimbursement site : http://www.sfu.ca/finance or download the form directly from here

2. Print out the 3 page reimbursement form (the 1st 2 pages look like travel, the 3rd page is comprised of directions; read them).

3. Fill out your name, student number and SIAT info (upper part of form), travel info (airfare, etc.) on both pages

4. Leave budget numbers blank (top of page 1)

5. Attach your reciepts to it (if you do not have airfare stubs or original receipts, it will not be reimbursed) AND your invitation letter from the conference.

6. Photocopy it and put it in my faculty mailbox.


Example of Completed Form


Missing or confusing information WILL cause significant delay.

I will fill out the rest, adjust my budget, write a justification, get Dr. Bowes' signature and give it to Desiree.

She prepares it and gives it back to me to sign.

We send it to finance for reimbursement.


WHEN YOU BUY EQUIPMENT OR MATERIALS THAT GROMALA GIVES YOU CASH FOR

1. Go to the SFU reimbursement site : http://www.sfu.ca/finance/forms/index.htm

2. Print out the 3 page reimbursement form (the 1st 2 pages look like travel, the 3rd page is comprised of directions; read them).

3. Fill in Gromala's name in the name space, leave all other lines blank (upper part of form)

4. Leave budget numbers blank

5. Attach your reciepts to it ALONG WITH SERIAL NUMBERS IF THE ITEM HAS THEM

6. Photocopy it; keep the photocopies

7. Put it in a large envelop so you don't have to fold anything.

8. put it in my faculty mailbox.


I will fill out the rest, adjust my budget, write a justification, get Dr. Bowes' signature and give it to Desiree.

She prepares it and gives it back to me to sign.

We send it to finance for reimbursement.


WHEN YOU BUY EQUIPMENT OR MATERIALS THAT YOU PAY FOR

Hopefully, this will be a rare occurence.


1. Go to the SFU reimbursement site : http://www.sfu.ca/finance/forms/index.htm or download here

2. Print out the 3 page reimbursement form (the 1st 2 pages look like travel, the 3rd page is comprised of directions; read them).

3. Fill in YOUR name and student number; leave all else on the top of the form blank

4. Fill in as much as you can on the bottom part of page 1 concerning the date of purchase, price, serial number, and so on.

5. Attach the original receipts (or we don't get reimbursed, period).

6. Put it in a large envelop so you don't have to fold anything.

7. Leave it in my faculty mailbox.


I will fill out the rest, adjust my budget and write a justification and give it to Desiree.

She prepares it and gives it back to me to sign.

We send it to finance for reimbursement.


If you have any questions, please contact Desiree: djn@sfu.ca or 778.782.7441

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