Editing CommunityData:Reimbursements (UW)

This documents the process for getting reimbursed at UW.

== Food Forms [required if reimbursement is for food; otherwise skip] ==

If the process involves food,  you will need to have a food form signed and on file in the department. A link to the food form is [FIXME available online here].

When are you done filling it out (you don't need to sign it yet), you need to send it to comadmin@uw.edu who will put it in Docusign and send it back to you and others to get signed. When it is fully signed, you can download it from Docusign.

You will also need a list of all attendees. A list of names in a text file is totally fine.

== Record in the ledger ==

First, make sure you have check out a copy of the `ledger_mako` repository from [[CommunityData:Git|the group git server]].  If this is your first time, you might need to add yourself to the `conf/gitolite.conf` directory if it is your first time. Details on are the [[CommunityData:Git]] page.

=== Upload receipts and forms ==

Upload receipts into the subdirectory called `receipts/`. Please give each receipt a name with: (1) what it's for, (2) a date, and (3) your name. A good name might be `lyft-20230525-mako_ica.pdf` (with date in the YYYYMMDD format).

If there is a food form and attendee list, please upload this into the `food_forms/` subdirectory, please add those too. Please give it a name that starts with the date in YYYMMDD format like: `20230331-haomin_recruiting_visit-food_form.pdf` and `20230331-haomin_recruiting_visit-attendees.txt`

=== Update the ledger ===

Open the file `expenses.ledger` 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
      Reimbursement:Mako                       $133.42
      Lab Budget
      ; Food form: 20230331-haomin_recruiting_visit-food_form.pdf
      ; Attendees: 20230331-haomin_recruiting_visit-attendees.txt
      ; Receipt: xiannoodles-20230331.png

The format is [https://www.ledger-cli.org/ GNU Ledger] which is a CLI tool for managing ledgers. It's not important that you master it though, only that you record things correctly. Important details are:

* The first line should have the date, the name of the places, two spaces, and semi colon, and then the description of what it was for.
* The second line should have Reimbursement:'''<Your Name>'''  at least two spaces, and then the total amount.
* The third line should say "Lab Budget" if it's from the Lab Budget but it might say something else if it's from another budget. Check out the file `budgets` in the directory which will map from budget numbers to budget names.
* The final three lines should list the filenames

Feel free to add things like `; Note: WHATEVER` if there are additional notes. If the receipts are related to an event, you should add an `; Event; CHI 2023` type line.

`git add` all of your changes and addition, `git commit` and write a ''useful'' and description log summary (multiple lines are welcome if it's complex) and then `git push`.

=== Submit for reimbursement ==

Once you have done everything above, you are ready to request. Go this page:

Fill out the appropriate form for reimbursement and/or reimbursement. There are a few things to know and remember:

* 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.
* Ask Mako for the budget number and project code ahead of time. These are required.
* 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 signed food form and the attendees list along with the receipt.
* In the "Additional comments" section at the end of the file please add text that says: "''Please add comadmin@uw.edu and makohill@uw.edu to this ticket''"