Editing CommunityData:Reimbursements (UW)
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If there is a food form and attendee list, please upload this into the <tt>food_forms/</tt> subdirectory, please add those too. Please give it a name that starts with the date in YYYMMDD format like: <tt>20230331-haomin_recruiting_visit-food_form.pdf</tt> and <tt>20230331-haomin_recruiting_visit-attendees.txt</tt> | If there is a food form and attendee list, please upload this into the <tt>food_forms/</tt> subdirectory, please add those too. Please give it a name that starts with the date in YYYMMDD format like: <tt>20230331-haomin_recruiting_visit-food_form.pdf</tt> and <tt>20230331-haomin_recruiting_visit-attendees.txt</tt> | ||
=== Update the ledger === | === Update the ledger === | ||
Open the file <tt>expenses.ledger</tt> and scroll to the end of the file. | Open the file <tt>expenses.ledger</tt> and scroll to the end of the file. Add a new section like this: | ||
2023/3/31 Xian Noodle ; lunch with lab for haomin's visit | 2023/3/31 Xian Noodle ; lunch with lab for haomin's visit | ||
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== Submit for reimbursement == | == Submit for reimbursement == | ||
Once you have done everything above, you are ready to request. Go this page: https://admin-support.artsci.washington.edu/services/pay-pro#forms | |||
Fill out the appropriate form for reimbursement and/or travel reimbursement. | |||
There are a few things to know and remember: | |||
* If you are a UW employee, you might need to click on a link that says "log in with UW NetID" or something similar. | |||
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. | * 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. | * 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 | * 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 general funds'' and have it say "''Please add bcornish@uw.edu'' 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. | * 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 | * If it includes food, you must upload copies of the signed food form and the attendees list along with the receipt—all as attachments. | ||
The second page | The second page is about getting reimbursed and budget details. | ||
* | * Ask Mako for the budget ''Driver Work Tag'' (which is a sort of text field) and ''Resource'' 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 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).''" | ||
== Following Up == | == Following Up == | ||
As things are processed, you should update the ledger file with details on the status. At a minimum, you should (a) add the UWConnect ID and the | As things are processed, you should update the ledger file with details on the status. At a minimum, you should (a) add the UWConnect ID and the Ariba ID which each once you get them and (b) mark things as reimbursed once they are fully reimbursed. You can do both as a comments with the "; " syntax. There are lots of examples you can cut and paste from. | ||
In terms of (a): You will get the former right when you submit and it will look like "REF0100000". The | In terms of (a): You will get the former right when you submit and it will look like "REF0100000". The Ariba ID you will when it is submitted for reimbursement and it has a form that will start with letters and then followed by numbers. Mako likes to add dates to keep track of how things are going too. | ||
In terms of (b): Finally, when things are completely done, you should | In terms of (b): Finally, when things are completely done, you should '*' right after the date. This marks the transaction as cleared. | ||
A cleared version of the | A cleared version of the transition above might look like: | ||
2023/3/31 * Xian Noodle ; lunch with lab for haomin's visit | 2023/3/31 * Xian Noodle ; lunch with lab for haomin's visit | ||
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; Sent Food Form: 2023/05/14 | ; Sent Food Form: 2023/05/14 | ||
; UWConnect ID: REF0101824 | ; UWConnect ID: REF0101824 | ||
; | ; Ariba ID: XR449943 | ||
; Reimbursed: 2023/05/22 | ; Reimbursed: 2023/05/22 |