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Interdisciplinary Scholar Awards Spending Procedure for Discretionary Research Funds

Stanford Neurosciences Institute Interdisciplinary Scholar Awards

Contents

Requesting pre-approval

Purchasing & reimbursement

Contact

Requesting pre-approval

Any use of your Interdisciplinary Scholar discretionary research funds requires pre-approval from Elise Kleeman. Any purchases or travel arrangements made prior to seeking institute approval may not be funded.

Purchases

Please submit a business justification for the purchase using the format: Who, What, When, Where, and Why to Elise Kleeman and copy Cathy Lau. Include in this justification how your research will benefit from the purchase.

Travel

Wu Tsai Neuro strongly encourages scholars to make oral and poster presentations at scientific meetings. You must have your PI's approval to attend the conference before you request institute approval. To request institute approval, please submit a travel request that includes a business justification in the format: Who, What, When, Where, Why. In this justification, please include how the travel will benefit your research project and specify if you will give an oral or poster presentation. Email your business justification to Elise Kleeman and copy Cathy Lau.

Trainees are generally reimbursed for their approved travel after they return. However, if paying out of pocket would be a financial burden, please contact your department administrator to request an advance, preferably at least six weeks before your travel dates.

Once your use of discretionary funds for travel is approved, please note that all faculty, staff, postdoctoral scholars and students are required to use Stanford Travel when booking airfare, hotels or rental cars for university-sponsored travel. A complete description of the policies and exceptions can be found on the Fingate Travel Policies page.

Purchasing & reimbursement

Purchases

You may use any of the following purchase methods, but SmartMart is preferred.
 
  1. Use Stanford’s SmartMart portal to purchase equipment. Your Department administrator can assist you with this if needed; please contact Elise Kleeman and Cathy Lau for your PTA.
  2. Use your department PCard. After the purchase is made, your department administrator can use an institute-provided PTA to complete the PCard transaction. Please have them contact Elise Kleeman and Cathy Lau for your PTA.
  3. Use cash or personal credit card. All reimbursements should be processed through your department using an unrestricted account. Once the transaction has been fully processed and approved, your department administrator should email Cathy Lau a reimbursement report, and she will journal funds to cover the expense.

Travel

Stanford now requires postdocs to use Stanford Travel for their travel booking. Learn more. Upon returning from the trip, please request your registration and travel reimbursement through your department using their unrestricted account. Your backup documentation should include an agenda of the conference and confirmation of your attendance and presentation. Once the reimbursement transaction is fully approved and paid, your department's administrator will email the final transaction report to Cathy Lau, and the institute will process a funds transfer.

Contact

Should you have any questions regarding your discretionary funds, please contact Wu Tsai Neurosciences Institute staff. For pre-approval and funds-use inquiries: Elise Kleeman, Scientific Program Manager; for funds and finance information: Cathy Lau, Financial Analyst.