Spreadsheet: 24addcda-f060-44b6-834d-0470a91d6902
Sheet: Sheet1

Instructions for R&D Electronic Detail Worksheet/Expense Form | Unnamed: 1 | Unnamed: 2
QUICK SUMMARY of Instructions:  (For further explanation, see below/reverse.)
1. | When submitting receipts for reimbursement from your approved R&D grant, please complete the electronic R&D Detail Worksheet/Expense Form which is available on the R&D website.  (This auto-feeds into the required Financial Operations expense form.) On the R&D home page--click on the "Expense Reporting" menu button--the link to the form is under "Financial Reporting-Receipts."  R&D website address is: http://www.dickinson.edu/homepage/91/research_and_development_committee
Also, see updated Financial Operations webpage:  http://www.dickinson.edu/homepage/76/financial_operations
2. | When you open the electronic document, you will be in the Detail Worksheet.
3. | Complete ONLY the Detail Worksheet, including both Sections A&B (white cells only)--totals will auto-calculate and automatically feed into the Fin Ops Expense Form.
4. | For international travel, please enter BOTH foreign currency AND exchange rate in appropriate columns in Section B.  See below for a website to look up historic exchange rates.  (On sidebar, click on "[NAME]" to find the exchange rate for particular dates.)
 |  | http://x-rates.com/
5. | Check cell A13 for any per diem overage that you may want to charge to your Dean's Faculty Conference Fund (DFCF--formerly known as 1% fund).
6. | Our office needs to add some information to your form, so PLEASE save the completed form to your computer files and return ELECTRONICALLY via e-mail attachment to: [EMAIL]
7. | Send ORIGINAL receipts for out of pocket expenses in campus mail to [NAME], Old West, Room 17.  If you used a department purchasing card for any portion of your expenses, you will need to request a department reimbursement. Enter department account number and amount for reimbursement to your department in appropriate cells in Section A. Please include COPIES of department purchasing card receipts (submit original receipts to your department coordinator/budget officer) and include a copy of the department Cost Allocation Detail Report.
8. | Completing the Detail Worksheet and sending to us electronically will allow our office to reconcile your receipts more efficiently and will expedite your reimbursement from Financial Operations.
For Detailed Explanation--See Below/Reverse
MORE EXPLANATION
When submitting receipts for reimbursement from your approved R&D grant (travel to present, scholarly/professional development, publication/dissertation, sabbatical, etc.), please complete the electronic R&D Detail Worksheet/Expense Form which is available on the R&D website.  (This auto-feeds into the required Financial Operations expense form.) On the R&D home page--click on the "Expense Reporting" menu button--the link to the form is under "Financial Reporting-Receipts."  When you open the document, you will be in the Detail Worksheet.  The information you enter in the Detail Worksheet will auto-calculate into totals in the gray column.  No need for a calculator or pen!  Just make sure you have a receipt to match each entry.
Also, as you enter the information on the Detail Worksheet, it will automatically feed into the official Financial Operations Expense Form located in the 2nd tab (see left bottom of screen). YOU DO NOT NEED TO ENTER ANYTHING INTO THE FIN OPS EXPENSE FORM.
(Please note:  As soon as your trip has been approved and you have received an R&D award letter for your grant, you may use this form to be reimbursed for expenses you paid prior to your trip, such as registration and airfare.  Then upon you return, complete the form again for reimbursement of your remaining expenses).
IMPORTANT: Please follow the instructions below and send the form to R&D ELECTRONICALLY.  ("Save" the form in a folder in your computer, complete and attach your saved form to an E-MAIL to [EMAIL].)  Our office needs to add information to the form before submitting to [NAME].  Also send your ORIGINAL RECEIPTS in campus mail to [NAME], Old West, Room 17.  With your receipts, please include a note indicating your name and the location of your trip.
Completing the Detail Worksheet and sending to us electronically will allow our office to reconcile your receipts more efficiently and will expedite your reimbursement from Financial Operations.
SECTION A:  GRANT INFORMATION Complete applicable grant information at top of page (Be sure to type in white cells only—gray cells are locked.)  [NAME] only the information you currently have or that applies to your particular grant:
• | Name
• | Department
• | Purpose for Travel (type of grant/conference name, etc.)
• | Number of Days for Trip (maximum 6 for travel to conferences).  After you enter receipt amounts, check Cell A13 to see if you have gone over the per diem maximum.  If so, you may choose to charge the overage to your Dean's Faculty Conference Fund (DFCF--formerly known as 1% fund) by entering “yes” in the white cell to the right of the instructions.)
• | If you used a department purchasing card: complete the cells for account number and amount for reimbursement to your department. (Please include COPIES of receipts and copy of department cost allocation for department reimbursement.)
• | Total [NAME] (if known)
• | List all Previous Reimbursements Against this Grant (if applicable)
• | Date of Report (today's date)
• | Notes (if there is anything else you think we should know)
SECTION B:  RECEIPT INFORMATION
Enter all individual receipts under the appropriate categories in receipt section:
• | Date of Receipt
• | Business Name on Receipt/Other Description
• | Amount (U.S. dollars or foreign currency) enter numbers only--do not type text in these cells or auto-calculations will not work
• | Exchange rate (if foreign currency). Please enter BOTH foreign currency AND exchange rate in appropriate columns in Section B.  See below for a website to look up historic exchange rates.  (On sidebar, click on "[NAME]" to find the exchange rate for particular dates.)
 | http://x-rates.com/
• | Column highlighted in gray will auto-calculate your totals
• | After all entries are completed, double check in Section A, Row 13 to make sure you have not gone over your per diem maximum.  (If so, you may choose to charge the overage to your DFCF fund by entering “YES” in the white cell to the right of the instructions.)
Please call [NAME] x1392 (off-campus 245-1392) with any questions regarding the form.