MICDE Fellows Information

Expenses

PLEASE SUBMIT YOUR EXPENSE REQUEST BEFORE YOUR TRAVEL OR PURCHASE.

Please keep in mind that you have to submit equipment, subscription, or other purchase requests at least 1 year before graduation. All other expenses should be submitted at least 1 month before graduation.

Beginning January 1, 2024, any out-of-pocket expenses submitted for reimbursement more than 45 days after the transaction date—or the end of the trip for travel expenses—will be treated as taxable income! To allow processing from our end, please submit your receipts at least a week before the 45-day deadline.

INVOICE REQUIREMENTS

The proper invoice or receipt contains the following information:

• name of purchaser
• date of purchase
• description of the product or service purchased
• quantity
• amount paid
• payment method or zero balance

There are three main expense categories for MICDE Fellows to submit a reimbursement:

1. Equipment, subscription, or other purchases.
   • Computing equipment, peripherals and accessories (new computer, computer repair, external storage, keyboard, mouse, headphones, iPad, etc)
   • Office equipment (standing desk, office chair, ect.)
   • Other (books, association memberships, software subscriptions, ect.)

2. Travel expenses: Please submit your invoices/ receipts as soon as possible but no later than 30 days after the end of your trip to allow ample time for processing. Only expenses incurred by the MICDE Fellow can be reimbursed. Meals will be reimbursed on GSA rates.

• • • Conference and workshop registration fees and travel costs
    • Professional development course fees and travel costs)

3. Computational Resources:

1. • ARC (HPC resources, storage and cloud services)
   • MC2 (high resolution electron microscopes)

You must fill out a separate form for each expense type, but if you have more than 1 expenses in the same category you can submit it on 1 form detailing the expenses in the comment section. Don’t forget to keep all your receipts as you will have to provide an invoice or receipt for each expense. The receipt or invoice should contain payment information or a zero balance.

Please talk to your advisor before you make any reservations or purchases as you will need their approval for the reimbursement.

To submit an expense for approval, fill out the MICDE Fellows Expenses Form. If you have questions about an expense, please send us an email to [email protected].

MICDE Fellow Page

As a MICDE Fellow, you will have your own personal page on our Fellows web page. If you are a new MICDE Fellow, please complete the MICDE Fellow Information Form to provide the necessary details to creation your web page.