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CommunityData:Reimbursements (UW)
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== Submit for reimbursement == Before you start, you'll need two things: # A clear sense of whether this will be charged to a grant or whether it will be charged to the general CDSC-UW budget, or to some other budget. # The budget codes for the expense. This process requires the use of multiple special numbers and tracking codes. If you have access to the ledger_mako git repository, the relevant details are in the file called budget. Ask Mako if you don't have access. Once you know these these things—and have done everything on this page above—you are ready to request. To do so, go this page: https://admin-support.artsci.washington.edu/services/pay-pro#forms You will click through to, find, and then fill out the appropriate form for reimbursement and/or travel reimbursement. If you are a UW employee, you might need to click on a link that says "log in with UW NetID" or something similar. Once you've done, this you'll be brought to a multi-page submission form. On the first page you'll enter information about the reimbursement: * Select "Communication" as the department if it is for an expense being reimbursed by the department or out of the general lab budget. Select CSSS as the department if it is being reimbursed from a grant. If you are unsure, check with Mako. * Add "makohill" as a "watcher" on the request. * In the "Additional comments" section at the end of the file please add text that says: "''Please add comadmin@uw.edu to this ticket''" if the reimbursement is from CDSC lab funds and have it say "''Please add bcornish@uw.edu at CSSS'' to this ticket''" ''if it is being reimbursed from a grant. * Write a clear description of what the reimbursement is for and why/how it was related to UW business. If it's for food, explain that it is for a meeting with a collaborator in support of research. Feel free to run this text by Mako. * If it includes food, you must upload copies of the fully signed food form and the attendees list along with the receipt—all as attachments. The second page of the form is about getting reimbursed and budget details. * You will need to provide the ''Driver Work Tag'' (this is a sort of text field) and a ''Resource'' or ''Resource Tag'' which is a pulldown but can also be turned into "Other." These are required. * You will be asked if there is anything else you want to know about these details. If this is from the '''lab budget''', write "''This reimbursement is for Benjamin Mako Hill's Community Data Science lab and should be charged to the lab budget (formerly the HLLLAB project code pre-Workday).''" You don't need worry about this if it's a grant.
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