UBC Let's Talk Science strives to improve science, technology, engineering and mathematics literacy through the outreach efforts of members of the research community at the University of British Columbia. Our volunteers work with youth from elementary and secondary schools to ignite science excitement and share their knowledge with eager young minds.
Volunteer Expense Claims and Invoices
We can reimburse you for up to $20 per classroom visit if you cannot find the supplies you need in our office. It is likely that you could spend more if you wish BUT you MUST get expenses larger than $20 per visit authorized BEFORE you make the purchase. Email Ruth (email@example.com) to ask!!
DEADLINES: All expenses and invoices incurred 1st September - 1st March must be submitted by 15th March. Expenses incurred between 1st March and 31st August must be submitted by 15th September.
Do you wish to submit (click to select):
(a) Regular expense claim (Community events, Teacher Partnership to schools in Vancouver, SMaRT, Mentorship, MEED)
(b) An invoice you wish to be paid (coming soon)
If your total claim is under $20 we can reimburse you directly in cash during office hours. Please email us at firstname.lastname@example.org before visiting the office to ensure that we'll have enough money to reimburse you or just turn up with the receipts.
Make sure that receipts contain ONLY items that were bought for Let's Talk Science purposes (i.e. if you do your grocery shopping at the same time, ask for a separate receipts). No need to fill out a form, but before you claim, make sure your activity has been logged on the portal.
(If you can't make it into the office you can claim using the form - see Regular Expense Claim More Than $20)
Make sure your activity has been logged on the portal
You need to scan or photocopy your receipts, fill out the LTS expense form and send both documents to email@example.com. Make sure you read the instructions carefully to ensure quick reimbursement. (Documents below)
case of electronic tickets, submission of a copy of the itinerary/receipt is acceptable. (Invoice or itinerary/receipt must show ticket number, breakdown of cost and form of payment). Boarding passes also need to be submitted. After you have submitted your claim you will be sent a travel requisition form you will have to sign and return.
INSTRUCTIONS FOR SUBMITTING EXPENSES
8. If you are an active UBC employee and already receive direct deposit from UBC, funds will be deposited directly into your bank account. Otherwise, a cheque will be mailed to you. Please allow ~6 weeks for reimbursement.
If your expense is for a rural trip (or you are not sure) please contact your LTS program coordinator. For Teacher Partnership contact Claire at firstname.lastname@example.org and for rural trips contact Sherie at email@example.com
If you have any questions please email Ruth: firstname.lastname@example.org