Winter Quarter 2019

Perspectives in Assistive Technology


David L. Jaffe, MS
Lathrop Library, Classroom 282
Tuesdays & Thursdays from 4:30pm to 5:50pm

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Project Expenses and Reimbursement

General Information:

  • Project expenses are expected to be modest, no more than a few $100, depending on the nature of the project.

Reimbursement Guidelines:

  • Reimbursable items include costs directly relating to the project: supplies, parts, software, consulting services, shipping, tax, and printing.
  • Expenses will not be reimbursed for projects specifically intended to benefit family members or friends.
  • Items that require pre-purchase approval include any item over $100, consulting services, ...

Unauthorized Purchases:

  • NO Personal Purchases not made on behalf of the University
  • NO Personal Expenses including car rentals, mileage, interest charges on credit cards, personal computer upgrades, food or drink, alcohol, gasoline, parking tickets, and traffic fines
  • NO Special Fabrications (costs for parts and materials used to fabricate a piece of special purpose equipment)
  • NO Hazardous Materials (including chemicals, compressed gases, and radioactive materials)
  • NO Travel (including transportation to/from airport, airline tickets, hotel costs, car rentals, meals, and telephone charges while traveling)
  • NO Student Fees including shop fees and conference registration
  • NO Cash Advances
  • NO Laboratory Animals
  • NO Transactions over Authorized Limit unless specifically authorized
  • NO Split Transactions (the cost of one item can not be split between more than one transaction)
  • No Human Subjects Incentive Payments for participation of users

Purchase Procedure:

  • It would be best if one team member assumes responsibilities for all purchases.
  • Purchases can be made with a Stanford PCard or individual credit card or cash. (Cash advances can not be arranged.)
  • Save all receipts from reimbursable purchases.

Reimbursement Procedure:

  • Collect all receipts (must include name of vendor, date, description and cost of items bought) from purchases made by an individual team member for the entire quarter.
  • Arrange the receipts in chronological order.
  • Number the chronologically-arranged receipts.
  • Paste (using a glue stick - do not staple or tape), the original receipts on 8.5 by 11 sheets of paper (one side only). (Multiple receipts on one page is ok.)
  • Avoid using a highlighter on the receipts as doing so may render the printing unreadable when scanned.
  • Compose a text document justifying need for each item on each receipt. Example, "electronic parts required for motor control module".
  • Email text document and hand in receipts to Dave.


  • All purchased and reimbursed equipment and tools becomes Stanford's property. Please turn in all materials at the end of the course.
  • Do not work with hazardous materials without approved training and protection.

Updated 08/10/2018

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