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.


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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.