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. The address should be written properly. The example below would be the address for Makerlab 1:

119-150 Louis-Pasteur Private
Ottawa ON  K1N 6N5
CANADA

The last line (CANADA) is only required if you would like the cheque sent internationally. You may use the Canada Post Website to obtain the proper format for your address.

• 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 direct deposit so we also need a void cheque and the following form (if you are not already in the system).

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