Professional development/Project management/Refund Guide

If you are doing a project for GNG (or CEED) you can get a refund for the materials you have purchased.

Conditions

Please note that there are 2 main conditions you have to fulfil to receive your refund:

• Have a completed makerepo submission:
  • All design files (project dependent)
    • 3D CAD files (onshape projects, solidworks parts and assemblies, STLs, etc)
    • 2D vector files (CAD drawings, inkscape files, etc)
    • Mechanical assemblies (hand drawn, CAD assembly, etc)
    • Circuit assemblies (hand drawn, tinkercad circuits, etc)
    • Code (in text format, not a picture)
    • Make sure any links have the correct sharing permissions
  • User manual (includes BOM and assembly/usage instructions)
• Bring back the project (if applicable) and any extra materials that were bought but not used in the prototype

Guidelines

Receipts

• The receipt needs to be in the same name as the person requesting the refund
• The receipt needs to include a payment method (cash, mastercard, etc), these are usually receipts labeled as invoices
  • If it does not then a credit card statement is needed as proof of payment
• Anything paid other then Canadian currency needs to be accompanied by a credit card statement
• If a receipt is lost there is a lost receipt form that can be submitted: https://drive.google.com/file/d/1NyQD5jO1zlBZe8nTEQcEsqJrULh-c629/view?usp=sharing

Form

Receipts need to be included with the following reimbursement form, only the yellow areas need to be filled. Download the file and fill it on your computer.

• Vendor ID= your student number
• Name= your name
• Address= current address or where you want the cheque to be mailed to
• Each receipt is 1 line in the table, the description includes the name of the store
  • For example: the first line can be 'Amazon- dc motor' and the second could be 'Home depot- screws and brackets'
• Sub-total= the sub-total of the receipt without taxes, it can include shipping
• Tax total= only the tax amount of the receipt
• Total amount= sub-total + tax total
• Authorized signature is you, approved signature is the lab manager
• Remarks= course + group number + short description of project
  • For example: GNG2101 A1- device to automatically brake a wheelchair if a user gets up

Send the form and receipts to your project manager, preferably submitted in 1 PDF document with multiple pages. They will then get sent to the lab manager.

Payment

The previously mentioned conditions need to be completed and verified before a refund can be processed. The refund form and receipts must also be complete.

The payment will be made by cheque by default however it can also be made as a direct deposit. If you wish to have a direct deposit also send a copy of your void cheque to your project manager.

Please note that it can take up to 2+ months to get the refund.