Unlike travel reimbursements, purchasing supplies and equipment can be combined onto 1 form to reduce paperwork.
Instructions
- Complete all the highlighted sections on the form Qreq_Requisition for payment form:
- Payee: must be full legal name,
- Address: employees and student should use work/business address,
- Amount: enter the total amount to be reimbursed,
- Invoice details: include detailed descriptions of each receipt and the reason why it was purchased: explain how it’s related/relevance to the Program and Grant (P/G),
- Authorization: signed by the PI.
- Supporting Documentation Guidelines
- Original and itemized sales receipts required (photocopies and pictures not allowed),
- E-mailed receipts are acceptable, but they must provide detailed description of items purchased,
- Receipts must be taped single-sided (include description for each receipt or a summary sheet),
- Provide additional information for the purchase and how it is relevant for the research,
- Research supplies and equipment must be shipped to a UBC address (to the attention of the person making the order) and the receipt must be billed to UBC. A personal home address is not acceptable.
- Foreign currency conversion (provide copy of bank statement or use www.oanda.com)
- Bank statement must contain Payee’s name or bank account number to be valid (edited statements: copy and paste statements will not be accepted).
- Original and itemized sales receipts required (photocopies and pictures not allowed),
For more information, please contact the Zoology Finance team:
Phone: 604-822-4265 | Email: finance@zoology.ubc.ca