Making a Purchase - Revision history

Lskaling: Updated with the latest workflow

2024-01-23T03:09:24Z

Updated with the latest workflow

@@ Line 12: / Line 12: @@
 B) If you are not comfortable fronting the money yourself, submit a request to the FOs to purchase it on the SSI credit card here: https://bit.ly/2OOdr4B
-= Step 2: Log it on the SSI Internal Site =
+= Step 2: Request a reimbursement on GrantEd =
-It's at http://spaceport.stanford.edu/. You can log on with your Stanford email. If there's an issue, go to #operations-website and complain.
+= Step 3: Complete the internal reimbursement tracking =
+Visit the [https://docs.google.com/forms/d/e/1FAIpQLSfcNRzuvxVPPdBL8-8ik50IJDehC-TPBmIiBscqL6045vHNEA/viewform internal google form] and complete the fields. This will notify the team leads of the expense and allow us to track it internally. Team leads will approve it, then the FOs will process it through GrantEd. This process can take a few weeks.
 = What You Can and Can't Buy=

Elijahk: Link to direct deposit instructions

2022-05-03T05:36:33Z

Link to direct deposit instructions

← Older revision		Revision as of 05:36, 3 May 2022
Line 26:		Line 26:


	If this is your first time have not yet opted in for direct deposit, be sure to do so.		If this is your first time and you have not yet opted in for direct deposit, be sure to do so. Instructions on enabling direct deposit can be found here: [[Enabling Direct Deposit for Reimbursements\|Enabling Direct Deposit]]

	* Set up direct deposit ~~on Axess~~: [~~https://sfs.stanford.edu/student-accounts/refunds/direct-deposit https://sfs.stanford.edu/student-accounts/refunds/direct-deposit~~]~~. Make sure your mailing address is also up to date.~~
	* Opt-in for reimbursement on GrantEd by logging on to https://granted.stanford.edu, selecting your SUNet ID at the top right, and clicking “Opt-In for Reimbursement.” This allows us to access the information you’ve given Stanford, which lets us mail you checks or use direct deposit as opposed to having to pick up from our offices.

	=Step 3: Fill Out an Expense Report=		=Step 3: Fill Out an Expense Report=

Lfayne: FO Contact Names

2022-03-13T07:37:23Z

FO Contact Names

← Older revision		Revision as of 07:37, 13 March 2022
Line 37:		Line 37:
	=Potential Next Steps=		=Potential Next Steps=

	When you submit your reimbursement, slackbot will message you to let you know! After that, it's up to the financial officers to process it, and slackbot will update you as they do so. If there's something wrong with your reimbursement, they'll also let you know! If you get a message saying your reimbursement was rejected, don't despair. There are plenty of ways to fix it and resubmit it--check the message from either the FOs, team co-leads, or SSE (Stanford Student Enterprises, the people who make the final call on the validity of a reimbursement) and make the necessary changes. If you're unsure what the message means or want clarification, contact either @~~Steven Songqi Pu~~ or @~~Denise Lee~~. Within a few weeks, you should get an email from ASSU saying that a payment is available! When we are in-person, you can pick up your check from the ASSU office on the first floor of Old Union, behind the Axe and Palm (TAP).		When you submit your reimbursement, slackbot will message you to let you know! After that, it's up to the financial officers to process it, and slackbot will update you as they do so. If there's something wrong with your reimbursement, they'll also let you know! If you get a message saying your reimbursement was rejected, don't despair. There are plenty of ways to fix it and resubmit it--check the message from either the FOs, team co-leads, or SSE (Stanford Student Enterprises, the people who make the final call on the validity of a reimbursement) and make the necessary changes. If you're unsure what the message means or want clarification, contact either @Elijah Kim or @Laywood Fayne. Within a few weeks, you should get an email from ASSU saying that a payment is available! When we are in-person, you can pick up your check from the ASSU office on the first floor of Old Union, behind the Axe and Palm (TAP).

	= What You Can and Can't Buy=		= What You Can and Can't Buy=

Elijahk: Updated FOs

2022-03-11T23:02:19Z

Updated FOs

← Older revision		Revision as of 23:02, 11 March 2022
Line 22:		Line 22:
	*If this expense was already handled somehow (this happens rarely), hit that field.		*If this expense was already handled somehow (this happens rarely), hit that field.
	*"Delivery Method" refers to if you want to pick the reimbursement up at Old Union or have it mailed to you. Generally pickup at Old Union is easier if you're on campus. While we've been virtual/off campus, you can go into Axess and set up direct deposit.		*"Delivery Method" refers to if you want to pick the reimbursement up at Old Union or have it mailed to you. Generally pickup at Old Union is easier if you're on campus. While we've been virtual/off campus, you can go into Axess and set up direct deposit.
	*If you're confused by a field or unsure what to put, please contact @~~Steven Songqi Pu~~ or @~~Denise Lee~~.		*If you're confused by a field or unsure what to put, please contact @Elijah Kim or @Laywood Fayne.
	*For the receipt images remember to include these 2 things if this is a reimbursement/not on SSI’s credit card: 1) Proof of purchase. Not just a screenshot of how much the item costs, you need to prove it got charged to your credit card. 2) Itemized receipt. If you’ve bought more than 1 thing, the receipt needs to list all those things and their individual costs.		*For the receipt images remember to include these 2 things if this is a reimbursement/not on SSI’s credit card: 1) Proof of purchase. Not just a screenshot of how much the item costs, you need to prove it got charged to your credit card. 2) Itemized receipt. If you’ve bought more than 1 thing, the receipt needs to list all those things and their individual costs.

Elijahk: Add instructions for setting up direct deposit

2022-02-15T22:54:18Z

Add instructions for setting up direct deposit

← Older revision		Revision as of 22:54, 15 February 2022
Line 24:		Line 24:
	*If you're confused by a field or unsure what to put, please contact @Steven Songqi Pu or @Denise Lee.		*If you're confused by a field or unsure what to put, please contact @Steven Songqi Pu or @Denise Lee.
	*For the receipt images remember to include these 2 things if this is a reimbursement/not on SSI’s credit card: 1) Proof of purchase. Not just a screenshot of how much the item costs, you need to prove it got charged to your credit card. 2) Itemized receipt. If you’ve bought more than 1 thing, the receipt needs to list all those things and their individual costs.		*For the receipt images remember to include these 2 things if this is a reimbursement/not on SSI’s credit card: 1) Proof of purchase. Not just a screenshot of how much the item costs, you need to prove it got charged to your credit card. 2) Itemized receipt. If you’ve bought more than 1 thing, the receipt needs to list all those things and their individual costs.


			If this is your first time have not yet opted in for direct deposit, be sure to do so.

			* Set up direct deposit on Axess: [https://sfs.stanford.edu/student-accounts/refunds/direct-deposit https://sfs.stanford.edu/student-accounts/refunds/direct-deposit]. Make sure your mailing address is also up to date.
			* Opt-in for reimbursement on GrantEd by logging on to https://granted.stanford.edu, selecting your SUNet ID at the top right, and clicking “Opt-In for Reimbursement.” This allows us to access the information you’ve given Stanford, which lets us mail you checks or use direct deposit as opposed to having to pick up from our offices.

	=Step 3: Fill Out an Expense Report=		=Step 3: Fill Out an Expense Report=

Elijahk: Updated request form instructions for new internal site

2022-02-14T02:13:21Z

Updated request form instructions for new internal site

← Older revision		Revision as of 02:13, 14 February 2022
Line 14:		Line 14:
	= Step 2: Log it on the SSI Internal Site =		= Step 2: Log it on the SSI Internal Site =

	It's at ~~https~~://~~internal~~.~~stanfordssi~~.~~org~~/. You can log on with your Stanford ID. If ~~all goes well~~, ~~you should see this page:~~		It's at http://spaceport.stanford.edu/. You can log on with your Stanford email. If there's an issue, go to #operations-website and complain.

	~~[[File:SSIInternalHome.JPG\|thumb\|right\|alt=SSI Internal Site Start Page.\|SSI Internal Site Start Page.]]~~		Once you're logged in, you should see "Purchasing" on the left sidebar. Choose "Credit Card Request" to request an item to be purchased directly by SSI. Choose "SSI Reimbursement Request" to request a reimbursement for things you have already purchased.

	~~If not, go to #operations-website and complain.~~

	Once you're ~~there~~, ~~click~~ on ~~New Reimbursement~~

	~~[[File:NewReimbursement~~.~~JPG\|thumb\|right\|alt=New Reimbursement Button~~.~~\|New~~ Reimbursement ~~Button~~.]]

	Most fields here are self-explanatory. Some notes:		Most fields here are self-explanatory. Some notes:
	* If you used an SSI credit card (the form in part 1B), make sure to box that field.		*If you used an SSI credit card (the form in part 1B), make sure to box that field.
	* If this expense was already handled somehow (this happens rarely), hit that field.		*If this expense was already handled somehow (this happens rarely), hit that field.
	* "Delivery Method" refers to if you want to pick the reimbursement up at Old Union or have it mailed to you. Generally pickup at Old Union is easier if you're on campus. While we've been virtual/off campus, you can go into Axess and set up direct deposit.		*"Delivery Method" refers to if you want to pick the reimbursement up at Old Union or have it mailed to you. Generally pickup at Old Union is easier if you're on campus. While we've been virtual/off campus, you can go into Axess and set up direct deposit.
	* If you're confused by a field or unsure what to put, please contact @Steven Songqi Pu or @Denise Lee.		*If you're confused by a field or unsure what to put, please contact @Steven Songqi Pu or @Denise Lee.
	*For the receipt images remember to include these 2 things if this is a reimbursement/not on SSI’s credit card: 1) Proof of purchase. Not just a screenshot of how much the item costs, you need to prove it got charged to your credit card. 2) Itemized receipt. If you’ve bought more than 1 thing, the receipt needs to list all those things and their individual costs.		*For the receipt images remember to include these 2 things if this is a reimbursement/not on SSI’s credit card: 1) Proof of purchase. Not just a screenshot of how much the item costs, you need to prove it got charged to your credit card. 2) Itemized receipt. If you’ve bought more than 1 thing, the receipt needs to list all those things and their individual costs.

	~~[[File:ReimbursementFields.JPG\|thumb\|right\|alt=Fields to fill out to get reimbursed.\|Fields to fill out to get reimbursed.]]~~		=Step 3: Fill Out an Expense Report=

	= Step 3: Fill Out an Expense Report =

	Most teams require that you make a detailed listing of the expenses you dealt with. They'll have a budget document in the Google drive where you can list what money you spent. Contact your coleads and they'll send you the link.		Most teams require that you make a detailed listing of the expenses you dealt with. They'll have a budget document in the Google drive where you can list what money you spent. Contact your coleads and they'll send you the link.

	= Potential Next Steps =		=Potential Next Steps=

	When you submit your reimbursement, slackbot will message you to let you know! After that, it's up to the financial officers to process it, and slackbot will update you as they do so. If there's something wrong with your reimbursement, they'll also let you know! If you get a message saying your reimbursement was rejected, don't despair. There are plenty of ways to fix it and resubmit it--check the message from either the FOs, team co-leads, or SSE (Stanford Student Enterprises, the people who make the final call on the validity of a reimbursement) and make the necessary changes. If you're unsure what the message means or want clarification, contact either @Steven Songqi Pu or @Denise Lee. Within a few weeks, you should get an email from ASSU saying that a payment is available! When we are in-person, you can pick up your check from the ASSU office on the first floor of Old Union, behind the Axe and Palm (TAP).		When you submit your reimbursement, slackbot will message you to let you know! After that, it's up to the financial officers to process it, and slackbot will update you as they do so. If there's something wrong with your reimbursement, they'll also let you know! If you get a message saying your reimbursement was rejected, don't despair. There are plenty of ways to fix it and resubmit it--check the message from either the FOs, team co-leads, or SSE (Stanford Student Enterprises, the people who make the final call on the validity of a reimbursement) and make the necessary changes. If you're unsure what the message means or want clarification, contact either @Steven Songqi Pu or @Denise Lee. Within a few weeks, you should get an email from ASSU saying that a payment is available! When we are in-person, you can pick up your check from the ASSU office on the first floor of Old Union, behind the Axe and Palm (TAP).

	= What You Can and Can't Buy =		= What You Can and Can't Buy=

	As a general rule, it’s best to clear a purchase with your immediate supervisor (project lead, team lead, etc) at least verbally beforehand, just in case it’s something we already own, something it’s more cost-effective to machine ourselves, or something that’s just a no-go. But whether you’re on a launch or just need a new part ASAP, sometimes you gotta make a purchase fast. To prevent an event where you make a purchase you later find out you can’t get reimbursed for, here is an non exhaustive list of generally approved items:		As a general rule, it’s best to clear a purchase with your immediate supervisor (project lead, team lead, etc) at least verbally beforehand, just in case it’s something we already own, something it’s more cost-effective to machine ourselves, or something that’s just a no-go. But whether you’re on a launch or just need a new part ASAP, sometimes you gotta make a purchase fast. To prevent an event where you make a purchase you later find out you can’t get reimbursed for, here is an non exhaustive list of generally approved items:

	* Gas for SSI-related transportation, e.g. launches		*Gas for SSI-related transportation, e.g. launches
	* Small general parts, e.g. screws, brackets		*Small general parts, e.g. screws, brackets
	* Non-power tools we don't already own or need more of, e.g. screwdrivers, taps		* Non-power tools we don't already own or need more of, e.g. screwdrivers, taps
	* 3-D printing filament, when we run out		*3-D printing filament, when we run out
	* PPE we don’t have or we anticipate needing		* PPE we don’t have or we anticipate needing
	* Specialized safety equipment (ex. working with dry ice? Get a pair of thick gloves)		* Specialized safety equipment (ex. working with dry ice? Get a pair of thick gloves)
	* Team-specific parts (e.g. ejection mechanism for parachutes, camera for satellite, rocket airframes)		*Team-specific parts (e.g. ejection mechanism for parachutes, camera for satellite, rocket airframes)
	* Non-chemical adhesives (tacky tape, regular glue/tape, duct tape)		*Non-chemical adhesives (tacky tape, regular glue/tape, duct tape)
	* Office supplies		*Office supplies

	Here are a list of items you should be more careful about purchasing:		Here are a list of items you should be more careful about purchasing:
	* Food. The food policy is dictated on high from the ASSU--make sure you clear it with your project team leads before hosting an event with food. The current policy is one event per team, per quarter. Food on launches is also discretionary.		*Food. The food policy is dictated on high from the ASSU--make sure you clear it with your project team leads before hosting an event with food. The current policy is one event per team, per quarter. Food on launches is also discretionary.
	* Really expensive things. Whether this is a motel stay on a launch or an expensive hunk of metal for a project, if something costs upward of >$100, it would be unwise not to discuss it first. Plus, who wants to front that much money without a guarantee of return, anyway?		*Really expensive things. Whether this is a motel stay on a launch or an expensive hunk of metal for a project, if something costs upward of >$100, it would be unwise not to discuss it first. Plus, who wants to front that much money without a guarantee of return, anyway?
	* Things that are questionable for safety reasons. New power tools, anything chemical (yes, epoxy counts), and anything else that could result in unsafe practices you should clear with your team lead and possibly discuss with the safety leads. This may happen even when you don’t expect it to--for example, planning on cutting through carbon fiber? You’ll need goggles and an N95 mask to avoid inhaling microscopic fragments that could harm your lungs.		*Things that are questionable for safety reasons. New power tools, anything chemical (yes, epoxy counts), and anything else that could result in unsafe practices you should clear with your team lead and possibly discuss with the safety leads. This may happen even when you don’t expect it to--for example, planning on cutting through carbon fiber? You’ll need goggles and an N95 mask to avoid inhaling microscopic fragments that could harm your lungs.

	Here are some items you should never be purchasing:		Here are some items you should never be purchasing:
	* Alcohol		*Alcohol
	* Dangerous explosives		*Dangerous explosives

	Happy purchasing!		Happy purchasing!


















	[[Category:Operations]]		[[Category:Operations]]

Gsocolof at 03:41, 22 September 2021

2021-09-22T03:41:06Z

← Older revision		Revision as of 03:41, 22 September 2021
Line 41:		Line 41:
	When you submit your reimbursement, slackbot will message you to let you know! After that, it's up to the financial officers to process it, and slackbot will update you as they do so. If there's something wrong with your reimbursement, they'll also let you know! If you get a message saying your reimbursement was rejected, don't despair. There are plenty of ways to fix it and resubmit it--check the message from either the FOs, team co-leads, or SSE (Stanford Student Enterprises, the people who make the final call on the validity of a reimbursement) and make the necessary changes. If you're unsure what the message means or want clarification, contact either @Steven Songqi Pu or @Denise Lee. Within a few weeks, you should get an email from ASSU saying that a payment is available! When we are in-person, you can pick up your check from the ASSU office on the first floor of Old Union, behind the Axe and Palm (TAP).		When you submit your reimbursement, slackbot will message you to let you know! After that, it's up to the financial officers to process it, and slackbot will update you as they do so. If there's something wrong with your reimbursement, they'll also let you know! If you get a message saying your reimbursement was rejected, don't despair. There are plenty of ways to fix it and resubmit it--check the message from either the FOs, team co-leads, or SSE (Stanford Student Enterprises, the people who make the final call on the validity of a reimbursement) and make the necessary changes. If you're unsure what the message means or want clarification, contact either @Steven Songqi Pu or @Denise Lee. Within a few weeks, you should get an email from ASSU saying that a payment is available! When we are in-person, you can pick up your check from the ASSU office on the first floor of Old Union, behind the Axe and Palm (TAP).

			= What You Can and Can't Buy =

			As a general rule, it’s best to clear a purchase with your immediate supervisor (project lead, team lead, etc) at least verbally beforehand, just in case it’s something we already own, something it’s more cost-effective to machine ourselves, or something that’s just a no-go. But whether you’re on a launch or just need a new part ASAP, sometimes you gotta make a purchase fast. To prevent an event where you make a purchase you later find out you can’t get reimbursed for, here is an non exhaustive list of generally approved items:

			* Gas for SSI-related transportation, e.g. launches
			* Small general parts, e.g. screws, brackets
			* Non-power tools we don't already own or need more of, e.g. screwdrivers, taps
			* 3-D printing filament, when we run out
			* PPE we don’t have or we anticipate needing
			* Specialized safety equipment (ex. working with dry ice? Get a pair of thick gloves)
			* Team-specific parts (e.g. ejection mechanism for parachutes, camera for satellite, rocket airframes)
			* Non-chemical adhesives (tacky tape, regular glue/tape, duct tape)
			* Office supplies

			Here are a list of items you should be more careful about purchasing:
			* Food. The food policy is dictated on high from the ASSU--make sure you clear it with your project team leads before hosting an event with food. The current policy is one event per team, per quarter. Food on launches is also discretionary.
			* Really expensive things. Whether this is a motel stay on a launch or an expensive hunk of metal for a project, if something costs upward of >$100, it would be unwise not to discuss it first. Plus, who wants to front that much money without a guarantee of return, anyway?
			* Things that are questionable for safety reasons. New power tools, anything chemical (yes, epoxy counts), and anything else that could result in unsafe practices you should clear with your team lead and possibly discuss with the safety leads. This may happen even when you don’t expect it to--for example, planning on cutting through carbon fiber? You’ll need goggles and an N95 mask to avoid inhaling microscopic fragments that could harm your lungs.

			Here are some items you should never be purchasing:
			* Alcohol
			* Dangerous explosives

			Happy purchasing!

Pmwall at 03:25, 5 April 2021

2021-04-05T03:25:16Z

← Older revision		Revision as of 03:25, 5 April 2021
Line 1:		Line 1:
	Are you planning on spending money on something SSI-related? If so, you're in the right place! This page ~~is a slightly more general~~ and ~~up-~~to~~-date version of "Getting Reimbursed" - that page still exists if you are looking for that specifically~~.		Are you planning on spending money on something SSI-related? If so, you're in the right place! This page will go over both how to get reimbursed and how to use the credit card form.


	= Step 1: Make the purchase and keep the receipt =		= Step 1: Make the purchase and keep the receipt =

Pmwall at 03:24, 5 April 2021

2021-04-05T03:24:43Z

← Older revision		Revision as of 03:24, 5 April 2021
Line 28:		Line 28:
	* If you used an SSI credit card (the form in part 1B), make sure to box that field.		* If you used an SSI credit card (the form in part 1B), make sure to box that field.
	* If this expense was already handled somehow (this happens rarely), hit that field.		* If this expense was already handled somehow (this happens rarely), hit that field.
	* "Delivery Method" refers to if you want to pick the reimbursement up at Old Union or have it mailed to you. Generally pickup at Old Union is easier if you're on campus.		* "Delivery Method" refers to if you want to pick the reimbursement up at Old Union or have it mailed to you. Generally pickup at Old Union is easier if you're on campus. While we've been virtual/off campus, you can go into Axess and set up direct deposit.
	* If you're confused by a field or unsure what to put, please contact @~~Anna Clark~~ or @~~Sophia Jones~~.		* If you're confused by a field or unsure what to put, please contact @Steven Songqi Pu or @Denise Lee.
	*For the receipt images remember to include these 2 things if this is a reimbursement/not on SSI’s credit card: 1) Proof of purchase. Not just a screenshot of how much the item costs, you need to prove it got charged to your credit card. 2) Itemized receipt. If you’ve bought more than 1 thing, the receipt needs to list all those things and their individual costs.		*For the receipt images remember to include these 2 things if this is a reimbursement/not on SSI’s credit card: 1) Proof of purchase. Not just a screenshot of how much the item costs, you need to prove it got charged to your credit card. 2) Itemized receipt. If you’ve bought more than 1 thing, the receipt needs to list all those things and their individual costs.

Line 40:		Line 40:
	= Potential Next Steps =		= Potential Next Steps =

	When you submit your reimbursement, slackbot will message you to let you know! After that, it's up to the financial officers to process it, and slackbot will update you as they do so. If there's something wrong with your reimbursement, they'll also let you know! If you get a message saying your reimbursement was rejected, don't despair. There are plenty of ways to fix it and resubmit it--check the message from either the FOs, team co-leads, or SSE (Stanford Student Enterprises, the people who make the final call on the validity of a reimbursement) and make the necessary changes. If you're unsure what the message means or want clarification, contact either @~~Sophia Jones~~ or @~~Anna Clark~~. Within a few weeks, you should get an email from ASSU saying that a payment is available! When we are in-person, you can pick up your check from the ASSU office on the first floor of Old Union, behind the Axe and Palm (TAP).		When you submit your reimbursement, slackbot will message you to let you know! After that, it's up to the financial officers to process it, and slackbot will update you as they do so. If there's something wrong with your reimbursement, they'll also let you know! If you get a message saying your reimbursement was rejected, don't despair. There are plenty of ways to fix it and resubmit it--check the message from either the FOs, team co-leads, or SSE (Stanford Student Enterprises, the people who make the final call on the validity of a reimbursement) and make the necessary changes. If you're unsure what the message means or want clarification, contact either @Steven Songqi Pu or @Denise Lee. Within a few weeks, you should get an email from ASSU saying that a payment is available! When we are in-person, you can pick up your check from the ASSU office on the first floor of Old Union, behind the Axe and Palm (TAP).

Pmwall at 22:44, 26 October 2020

2020-10-26T22:44:47Z

← Older revision		Revision as of 22:44, 26 October 2020
Line 34:		Line 34:
	[[File:ReimbursementFields.JPG\|thumb\|right\|alt=Fields to fill out to get reimbursed.\|Fields to fill out to get reimbursed.]]		[[File:ReimbursementFields.JPG\|thumb\|right\|alt=Fields to fill out to get reimbursed.\|Fields to fill out to get reimbursed.]]

	= Step 5: Fill Out an Expense Report =		= Step 3: Fill Out an Expense Report =

	Most teams require that you make a detailed listing of the expenses you dealt with. They'll have a budget document in the Google drive where you can list what money you spent. Contact your coleads and they'll send you the link.		Most teams require that you make a detailed listing of the expenses you dealt with. They'll have a budget document in the Google drive where you can list what money you spent. Contact your coleads and they'll send you the link.