Project Budget Guidelines

Budget Allocation

Each project group is provided a $500 budget for the academic year.

All purchase requests must be submitted through Jira Service Management using the SYSC 4907 Purchase Request icon. Link.

Student/Group Responsibilities:

  1. Supervisor Approval
    • Obtain approval from your supervisor before submitting any purchase requests.
  2. Inventory Check
    • Confirm that the item is not already available in inventory: Link
  3. Request Purchase
    • If item is not in inventory, submit a purchase request through Jira Service Management using the SYSC 4907 Purchase Request icon: Link
  4. Return of Materials
    • All purchased or borrowed items from Technical Services must be returned at the end of SYSC 4907.

Out-of-Pocket Purchases (Only if Authorized by Technical Services):

  • Step 1: Retain all original receipts (print electronic receipts) and include the written authorization from Technical Services.
  • Step 2: Complete the Individual Spending Tracker Form (records personal expenses).
  • Step 3: Complete the Reimbursement Form (summarizes group expenses).
  • Step 4: Each student requesting reimbursement must complete a Claimant Declaration Form.
  • Step 5: Submit all forms and receipts to your supervisor within one week of the poster fair.

Supervisor Responsibilities:

  1. Purchase Requests
    • Review and approve purchase requests via Jira.
    • No purchases will proceed without supervisor approval.
  2. Out-of-Pocket Reimbursements
    • Complete the Supervisor section of the Reimbursement Form.
    • Verify all receipts, Authorization From Technical Services, and, forms are included.
    • Forward the completed package to the SCE Office for reimbursement.

Important Notes

  • Students must retain copies of all receipts and record all expenses in the Spending Tracker Form.
  • Only original receipts will be reimbursed (printed email receipts are acceptable for online purchases).
  • All budget and reimbursement forms are available on the Forms Page.