Editing CommunityData:Reimbursements (UW)
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This documents the process for getting reimbursed at UW. | This documents the process for getting reimbursed at UW. | ||
== Food Forms [required if reimbursement is for food; otherwise skip] == | == Food Forms [required if reimbursement is for food; otherwise skip] == | ||
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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. | 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 | You will also need a list of all attendees. A list of names in a text file is totally fine. | ||
== Record in the ledger == | == Record in the ledger == | ||
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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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* The final three lines should list the filenames | * The final three lines should list the filenames | ||
Feel free to add things like | Feel free to add things like <tt>; Note: WHATEVER</tt> if there are additional notes. If the receipts are related to an event, you should add an <tt>; Event; CHI 2023</tt> type line. | ||
<tt>git add</tt> all of your changes and addition, <tt>git commit</tt> and write a ''useful'' and description log summary (multiple lines are welcome if it's complex) and then <tt>git push</tt>. | <tt>git add</tt> all of your changes and addition, <tt>git commit</tt> and write a ''useful'' and description log summary (multiple lines are welcome if it's complex) and then <tt>git push</tt>. | ||
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== Submit for reimbursement == | == 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. | |||
* 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 | |||
* | |||
* 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. | ||
* 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''" | |||
* | |||