Entering GW I-Corps Site Program Related Expenses into GW ibuy
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1 Entering GW I-Corps Site Program Related Expenses into GW ibuy Training videos online - Contact Stephanie Asher if you have any questions. saasher@gwu.edu (202)
2 Step 1: Login to IBuy System at: Sign in using your netid and password
3 Step 2: Create a new report by clicking +New :
4 Step 3: Begin filling in the expense report header: Explain grouping of expenses here (e.g. Pets Trade Industry Conference in Austin, TX 2018) Write start and end dates of travel or expense here Select ( /2/CCLS293 Select (PTA) Grant Click Next >>
5 Step 4: Begin a new expense item: Select New Expense Select what type of expense it is from the list: (I selected US Business Meals here as an example)
6 Step 5: Fill in details for the expense (numbers explained below): Date of transaction on receipt 2. DETAILED reason for expense (Listing lunch or interview is not acceptable; Lunch with potential customer for customer discovery or Lunch during Trade Industry Conference works). 3. Name of vendor on receipt 4. City expense was incurred 5. Amount on receipt 6. Select No 7. Manually add your own name and whoever joined you in expense (e.g. team members)
7 Step 6: Attach receipts and approvals Make sure to attach (per expense): Itemized Receipt (NOT CREDIT CARD TRANSACTION) Missing Receipt Form if needed Approval (pdf is fine) Repeat Steps 4-6 for each line item (i.e. per taxi ride, per meal, etc.)
8 Step 7: When report is completed with all receipts attached: (1) Click Details (in the top middle) (2) Select Approval Flow (3) Press the (+) button until you have space to designate two approvers (4) Search and select McCusker, Leo X. as the top approver (5) Search and select Brooks, Jamal as your second approver 2. Submit Report!
9 Important Notes on Reimbursements: Allowable expenses include: Travel Expenses to consult with potential clients or experts. Travel costs are the expenses for transportation, lodging, subsistence, and related items required to meet with industry experts and prospective customers. Meetings and Conferences: Costs of meetings, trade shows, and industry conferences are allowable. This includes the cost of meals, transportation, registration fees, and other items incidental to attending such meetings or conferences. Note that attendance at industry conferences and trade shows is encouraged, but expenses related to attendance at academic conferences are not allowable. Teams may not use AccelerateGW I-Corps Site funds for legal or administrative costs. Alcohol is strictly prohibited for reimbursement and may not appear on any receipt submitted for reimbursement. Other important guidelines for submitting expenses include: Out-of-pocket expenses submitted more than 60 days after the expense will not be reimbursed. This is a GW policy. Submit as soon as possible! Travel can only be reimbursed AFTER it s happened. This is a GW policy. Receipts are required for all expenditures, regardless of the dollar amount. Receipts must: o Be legible, itemized and detailed. o Show the date of purchase, vendor name, itemized list of purchases, and the total amount. o Show an amount that matches the amount being reported. Tips must be included on receipts. A receipt in an amount smaller or larger than the actual expenditure is not acceptable. o If you don t have a receipt a completed and approved Missing Receipt Acknowledgement and Approval Form MUST be attached to each expense without a receipt. It must be signed by Lex McCusker. All expenses must be economical. This is a GW policy. All flights must use a U.S. Flag Carrier for air travel. These include AirTran, Alaska Airlines, America West Airlines, American Airlines, Delta Air Lines, Frontier Airlines, Hawaiian Airlines, Southwest Airlines, Spirit Airlines, United Airlines, and U.S. Airways. This is a NSF federal grant policy. All expenses must be accompanied by customer interviews in LPC for final approval. This helps us make sure that the grant funds are being used for customer discovery. Receipts submitted for reimbursement must only be for the team members receiving the AccelerateGW I-Corps Sites funding.
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