Spending allowances: Each group is allocated approximately $10 per attendee per outing. If you would like to organize an event with a cost exceeding $18 per attendee, you must contact SWPS coordinator, Holly Maness (hmaness {at} astro {dot} berkeley {dot} edu), prior to the event.

Receipts: The reimbursement process is easiest if you provide an itemized receipt with your reimbursement form. If the vendor does not provide an itemized receipt or you lose the itemized receipt, you may still be able to get reimbursed. In this case, you must supply all proof of payment you have (e.g. unitemized receipt, credit card statement, etc.) along with a note explaining your circumstances.

Allowed events: The University has strict guidelines on what kinds of events are reimbursable. If your group would like to attend a non-meal event, please contact SWPS coordinator, Holly Maness (hmaness {at} astro {dot} berkeley {dot} edu), prior to the event. If the event can be granted an entertainment exception, SWPS will need to write a letter to the Dean explaining the importance of your event to the mentoring program. We are happy to help in this way, but please be aware that the reimbursement process will be delayed.

Reimbursement steps:

1. After the event, fill out the SWPS reimbursement form. Attach the itemized receipt (or other proof of payment, see "Receipts" above), and bring the form to a SWPS coordinator for approval.
2. After a SWPS coordinator has signed the reimbursement form, take the form to Claudia Lopez (clopez {at} berkeley {dot} edu) in 366 LeConte for processing. You may leave your form in the box outside Claudia's door if she is not available when you stop by.
3. Approximately 1-4 weeks after you turn in your form, you will be contacted by Norma Rivadeneyra (nneas {at} berkeley {dot} edu). She will ask you to come to her office (376 LeConte) to sign a voucher prior to reimbursement.
4. Up to 4 weeks after signing the voucher, you will receive your reimbursement. Reimbursement is expedited if you are on the University's EFT system. (Note that you are not automatically enrolled in this system by being on the physics or astronomy electronic payroll.) If you are a student and would like to be on the University's system, you can sign up for the system here. If you are not a student, sign up here. If you are not on the University's EFT system, you will either be mailed a check or asked to pick up a check from the Cashier's Office.

Contact Holly Maness (hmaness {at} astro {dot} berkeley {dot} edu) if you have any questions.