SENIOR DESIGN CLASS REIMBURSEMENTS

To make reimbursement of items for your senior design project as simple as possible, follow these guidelines.

You must provide a receipt which clearly indicates:

• What was purchased – only project related items!
• Date of purchase – receipts should not be over 90-days when submitted
• Total amount paid
• If credit card was used and receipt does not show payment, your credit card statement
showing the amount of purchase would be accepted along with any receipt or packing slip for the item.
• Paypal and on-line receipts are acceptable.
• A receipt must be provided for any item to be reimbursed.
• Shipping and handling costs are reimbursable. Please make sure these costs are included on your receipt before submission. Some suppliers send two receipts, one for the product only and a separate receipt with both the product and shipping costs included. You can be reimbursed using only one receipt.

Bring your receipt(s) to Barbara Kline (301 EC) to submit them for reimbursement. Each receipt submitted for reimbursement must be yours. Each group is responsible for keeping track of the expenditures and should not exceed the allotted amount.

Neatly print the following information on the outside of the envelopes found in 301 EC, insert all documents and leave in the bottom tray:

• Your name
• Complete mailing address (including city, state and zip code)
• Your G-number
• Your email address
• Design group number

You must have the SECS Reinbursement Agreement on file for each semester; it can be submitted at any time. Do not place the Agreement in an envelope with your receipts, leave it flat in the bottom tray.

You will be sent an email when your reimbursement paperwork is ready for you to sign. It is your responsibility to read the document before signing to verify the amounts are correct that you expect to be reimbursed.

DO NOT

• write or highlight anything on the receipt,
• staple or tape receipt to another piece of paper, or
• submit an item for reimbursement not related to the project. If an unrelated item is on the receipt, carefully cross it off so the items for reimbursement are not eliminated.
• Food items are not reimbursable – if you have remaining funds, you cannot spend them to celebrate! If your project requires a food product be purchased, please include a separate explanation how this food item is being using in the project. (i.e., vegetable oil, cat food, etc.)

Reimbursement will be a direct deposit into your student account. If you do not have direct deposit, a check will be mailed to the address you provide.

The course project requires the ability to stay within a budget, so a financial report is supplied to your instructor. Submit all receipts even if you exceed the allocated funds. ALL RECEIPTS MUST BE SUBMITTED ON OR BEFORE SUBMITTING YOUR FINAL REPORT.

Reimbursement questions: contact Barbara Kline - kline@oakland.edu