Reimbursements

Sometimes SPF projects require a Principal Investigator (PI), student, or other staff to make one-time purchases with their personal funds. To be reimbursed for an out-of-pocket expense from a grant/contract or SPF trust, you must submit copies of your original, itemized receipts along with a Payment Request Form. This can be done electronically via SPF DocuSign Power Forms.

We are here to help you with your payment request forms!

As a reminder, the average turnaround time on AP processing is still 5-7 weeks. The best way to ensure that your SPF reimbursements, travel claims, advances, etc. are paid  timely is to submit complete and accurate documentation. We understand that this is not always easy to do!  SPF offers Drop-In Zoom Hours every weekday from 2:00-3:00pm. Please take advantage of these open drop-in sessions if you don’t feel confident with the information that you’re submitting (including ProCard reconciliations). The more corrections we can make with you on the front end, the quicker your reimbursements will be processed.

Reimbursements can be given in the form of a check or direct deposit. Signing up for direct deposit is easier than ever before! Click here to sign up: Direct Deposit Form for Accounts Payable Reimbursements 

If you have any questions on how to complete any type of reimbursement form, please contact our front office at (707) 826-4189 or hsuf@humboldt.edu for guidance. Occasionally SPF reimbursement and purchasing policies deviate from the University's policies. To learn more about existing exceptions please click below: 

Click Here to view the current

 Sponsored Programs Foundation (SPF) Exceptions and Notes for Accounts Payable (AP) Processing

Request for Payment

Request for Payment

If you are an approved signer on the grant, contract or trust and you are claiming a reimbursement for someone else, use this version of the DocuSign Power Form: Payment Request Form

If you are an approved signer on the grant or trust and you are claiming a reimbursement for yourself, use this version: Payment Request Form (With "One-Up" Approval) 

  • Are you submitting the Payment Request Form (With "One-Up" Approval) on behalf of your PI or someone else? If yes, use this version instead!

 

*Reimbursements for travel, please refer to the Travel section of this website.

Procurement Card (ProCards)

Procurement Card (ProCards)

The SPF ProCard simplifies the procurement process for low dollar purchases. It delegates authority and responsibility to cardholders to purchase these items directly from suppliers and replaces the need for requisitions, purchase orders, invoices and checks. Before using your new card, please review and become familiar with the processes and procedures, particularly the list of restricted and prohibited items.

If you are already in possession of an Humboldt ProCard, it cannot be used for SPF grant/contract or trust related purchases. You must apply for a separate SPF ProCard. Applications can be completed electronically, using the  ProCard Application DocuSign Power Form.

SPF ProCard usage is parallel to Cal Poly Humboldt’s guidelines with a few minor exceptions:

  • The Principal Investigator (PI) may sign off on the ProCard reconciliation statement as the approver. Whereas for the campus (state-side), the administrator for each department (MPP or department chair) must sign/approve the ProCard reconciliations. In the case of SPF, this can be the PI.
  • No additional approval is necessary for off-campus shipments. This additional step will not be required with SPF ProCards, as the main campus is often not the primary location for shipping/delivery in the case of grants and contracts. By signing the ProCard reconciliation, both the Cardholder and ‘One-Up’ are acknowledging that all goods were received.
  • Automatically Recurring Payments will be allowed depending on the nature of the service. Please contact your Grant Analyst to determine if your ProCard is the best method for these types of purchases.

Each month cardholders will receive a reminder email from Humboldt Procurement notifying them when monthly transactions have been posted in the system, as well as the deadline ProCard reconciliations must be submitted to Accounts Payable. As you apply for a ProCard, you sign a statement acknowledging your responsibilities as a cardholder, including consequences for misuse. Per that agreement, failure to complete the reconciliation process more than three times in a calendar year may result in your card being revoked.

If you run into any issues preventing your timely reconciliation/submission of your reports, please let your Grant Analyst know so they can work with you to find a manageable solution.

 

Updates on ProCard Use as of 8/9/2021

Automatically Recurring Payments: Automatically recurring payments (such as monthly subscriptions) can be established on your ProCard. Attach the monthly invoice to the reconciliation packet each month when submitted.

Deposits: If a deposit must be made, and there is not sufficient lead time to request a check, you may use your HMSPF ProCard if the vendor will accept a Credit Card Payment. All non-travel related deposits must be reconciled at the end of the month using the account code 107003 - OTHER ADVANCES. This will ensure accounting has visibility of outstanding advances, and your Post-Award Grant Analyst can later assist you with ‘clearing the advance.’

Space Rental Agreements:  All rental agreements must be signed by the SPF Executive Director; please note that Principal Investigators are not authorized to enter into contracts on behalf of the auxiliary. If you have a rental agreement, please route it to your Post-Award Grants Analyst to attain approval. If the vendor will accept a Credit Card Payment, for either the deposit or rental fee, you may put those charges on your HMSPF ProCard. When submitting your monthly reconciliation, you will need to attach both the invoice paid, as well as the signed rental agreement as backup documentation.

Long Term Leases:  All Long-Term Leases must also be signed by the SPF Executive Director.If you have a lease agreement, please route it to your Post-Award Grants Analyst to attain approval. If the landlord will accept a Credit Card Payment, for either the deposit or monthly rent, you may put those charges on your HMSPF ProCard. When submitting your monthly reconciliation, you will need to attach both the invoice paid, as well as the signed lease as backup documentation each month. If your default ProCard limit is too low to accommodate larger, monthly lease payments, please discuss the option of raising your ProCard monthly limit with your Post-Award Grant Analyst.

Utilities: Monthly utility payments (such as PG&E, water bills, etc..) can be paid on your ProCard. Please note this does not include ‘Wireless Device’ reimbursements, which are processed differently. Attach the monthly utility invoice to the reconciliation packet each month when submitted.

Student Stipends and Tuition Payments

Student Stipends and Tuition Payments

The University and SPF provide financial assistance to students from various funding sources. The financial assistance provided may be referred to as an award, stipend, scholarship, internship, tuition assistance, fellowship, or grant. Regardless of the funding source or term used, these payments are financial assistance to the student. In order to comply with governmental reporting requirements, all payments made to students (unless they have been hired as SPF employees) must be processed through the Student Financial Services and posted to the student's account.

 

To initiate a payment to a student from any department or business unit, the requester must complete one of two forms:

To provide a student with a stipend for participation-based activities, a Principal Investigator or Authorized Project Signer should complete the Student Award Request Form DocuSign Power Form. If you are submitting the Student Award Request Form on behalf of your PI or someone else use this version instead!

A stipend payment is money provided directly to the student which they may use at their discretion to cover cost of living expenses, books, technology, or other educational supplies. See more details below about how to complete the form.

To pay for a student’s tuition or other campus fees (i.e. on-campus housing, dining, and parking permits) a Principal Investigator or Authorized Project Signer should complete the Third Party Financial Guarantee DocuSign Power Form. If you are submitting the Third Party Financial Guarantee on behalf of your PI or someone else use this version instead! See more details below about how to complete the form.

 

Please allow at least two weeks from the date of receipt of the form for processing by Student Financial Services. Any outstanding tuition or campus fees from the current or previous semester may be paid from the award amount first. The remainder of the award will be distributed to the student. Exceptions can be made; please contact Student Financial Services.

In rare cases where a student is already receiving aid at the full cost of attendance, their financial aid package may be adjusted. It is important to submit Student Award Request Forms and Third Party Financial Guarantees prior to the beginning of the semester for this reason! *Note: if your SPF award includes stipend and/or tuition for the academic year, please include both semesters on the form(s) to assist SFS with compliance with new state requirements…* Students are encouraged to contact Student Financial Services directly to understand how the award may affect their complete aid package by calling 707/826-4407 or visiting SBS 257.

Once the payment is available, the student is notified by an email that a check is available for pick-up at the Cashiers' Office or has been processed via direct deposit. If the Student has enrolled in direct deposit, the student receives an email notifying them that the funds are being transferred into their bank account. If the Student would like to enroll in direct deposit, this can be done by accessing their student center.

 

Tips for Saving Time:

  1. Consider having your students use the “Submitting on behalf of your PI or someone else” version of the forms to initiate their own award request. This way, the Student can fill out their own basic information like their Humboldt ID#. The PI or Approved Project Signer will still be able to edit the details of the form when it’s their turn to sign!
  2. Complete the DocuSign Power Form with your student (on zoom or in person) at the time of your agreement to provide the award. DocuSign Power Forms can be filled out on your phone, with or without downloading the DocuSign app!
  3. If you’re hosting an orientation for multiple students, consider having them complete their own award request form as a group, to kick off the session. You may invite someone from SPF to join/guide the process.
  4. Have your students schedule a group meeting with someone from SPF via zoom by calling 707/826-4189. The Front Office staff will connect them with a staff member who has matching availability.

 

Tips & Tricks for the Student Award Request Form:

***For a step-by-step guide with screenshots, contact your SPF Grant Analyst or call the SPF Front Office at 707/826-4189!

  • If you're unsure who your SPF Grant Analyst is, please call the SPF Front Office at 707/826-4189 to confirm.
  • Read through all form details on page 1 for the form before starting!
  • The "Contact" should be whoever Student Financial Services should contact if they have any questions about the stipend. Do not list the Student here.
  • Enter a detailed "Description of Award". What is the stipend to be used for? How did the student earn the stipend? Remember that this form is for stipend payments only. If the description of the award mentions tuition or other registration fees, you're likely using the incorrect form.
  • Example Description of Award: Cost of living stipend for participation in Kelp Forest conservation corp.
  • The "Total Anticipated Award Amount for this Student" should be the total amount that the Student is expected to receive from this award over the course of the semester(s) selected. Often the student is receiving one lump sum, but some grants may require incremental payments. You have the option to indicate the anticipated number of payments.
  • It is always better to submit the Student Award Request Form as early as possible. If you believe the Student will also receive this award in future semesters, use this form to let Student Financial Services know sooner than later. You can always contact SFS to withdraw all or some of the award in the event that the student does not complete their participation.
  • Indicate what semester(s) the stipend payment should be awarded for. In which semester(s) should the stipend be applied to the student's account?
  • Enter the "SPF Project Name" exactly as it appears in OBI. If you're unsure, contact your SPF Grant Analyst to confirm.
  • Student Financial Services will deduct the total amount from the SPF grant/trust as soon as the form is processed, regardless of the distribution dates to the student. Any undistributed amount can be returned to the SPF fund/trust if necessary.
  • If you indicated that there should be more than one payment to the student, please list the incremental amounts and dates that each increment should be disbursed. Student Financial Services will do their best to comply with the requested Payment Date when possible, but may not be able to meet the exact date requested based on the timing of them receiving the form.
  • When submitting on behalf of the PI or Approved Project Signer, the DocuSign Power Form will route to the PI or Approved Project Signer for their signature once you "Finish" the form. They will receive an email with the subject: "Complete with DocuSign: Student Award Request Form Student Name".
  • The DocuSign Power Form will automatically route to the Student. They will receive an email with the subject: "Complete with DocuSign: Student Award Request Form Student Name".
  • Please allow at least two weeks from the date of receipt of the form by Student Financial Services for processing. If there are any changes or concerns about the payment after the Student Award Request Form has been submitted (e.g. the Student drops out of classes or other extenuating circumstance), please contact Student Financial Services immediately by calling 707/826-4407 or visiting SBS 257.

 

Tips & Tricks for the Third Party Financial Guarantee:

***For a step-by-step guide with screenshots, contact your SPF Grant Analyst or call the SPF Front Office at 707/826-4189!

  • If you’re unsure who your SPF Grant Analyst is, please call the SPF Front Office at 707/826-4189 to confirm.
  • You’ll need to know the Student’s contact information before you start the form: First Name, Last Name, ID #, Phone #, and E-mail are all required fields.
  • If you want to set an "Up to $ Amount", enter that amount where applicable. Student Financial Services will only pay the portion of the selected "Fees to Pay" that does not exceed this amount.  If you leave this section blank, SFS will assume that you're willing to cover the full cost of the selected fees for this student.
  • If you've selected more than one semester for this award, the "Up to $ Amount" should be for the total award. If you wish to split the total amount in a specific way, you can clarify below in the "Additional explanation for Student Financial Services (optional)" section for the form.
  • Regardless of whether or not you enter an "Up to $ Amount", the student will not receive any funds in excess of their total for the fees you've selected.
  • Use the chartfield information that should be used when billing the SPF grant or trust. The "Total $" will be an estimate. Student Financial Services will only bill for the actual total of the fees you've selected or for the "Up to $ Amount" that you've entered.
  • When submitting on behalf of the PI or Approved Project Signer the DocuSign Power Form will route to the PI or Approved Project Signer for their signature once you "Finish" the form. They will receive an email with the subject: "Complete with DocuSign: Third Party Financial Guarantee Student Name"
  • The DocuSign Power Form will automatically route to Cal Poly Humboldt Student Financial Services to be processed and the Student will also receive a copy via email with the subject: "Complete with DocuSign: Third Party Financial Guarantee Student Name". When the Student opens their email, they can select "VIEW COMPLETED DOCUMENT", then select the third icon that looks like an arrow pointing down toward a line, then select “Combined PDF” to download a copy of the form for their records.
  • Please allow at least two weeks from the date of receipt of the form by Student Financial Services for processing. The payment will be posted to the Student's account as soon as possible and an invoice for the amount will be sent during the third week of the semester to the SPF Grant Analyst. The SPF Grant Analyst will prepare a DocuSign Payment Request Form using the chartfield provided on the Third Party Financial Guarantee to pay the invoice. The PI or Approved Project Signer must sign the Payment Request Form. Only once the invoice has been paid, will the funds leave the SPF grant or trust.
  • If there are any changes or concerns about the payment after the Third Party Financial Guarantee has been submitted (e.g. the Student drops out of classes or other extenuating circumstance), please contact Student Financial Services immediately by calling 707/826-4407 or visiting SBS 257.

 

Special Lecturer/Honorarium & Non-Student Stipend

Special Lecturer/Honorarium & Non-Student Stipend

The Non-Student Stipends, Honorariums, Special Lecturer Payment Form DocuSign Power Form is used to provide compensation to non-Humboldt employees, students, staff and faculty. Examples of when this form should be used are: visiting faculty/non-faculty providing a one-time lecture/service, providing stipends to grant/contract participants (non-Humboldt-related), providing an honorarium to an individual that is project/grant related. Please note that anyone being paid from this form will need to complete/submit a Payee Data Record a.k.a. "204 Form" 

This form should not be used to paid anyone who is doing work that can be considered hourly employment. Payment to the non-Humboldt related vendor will not be made until the work is completed. The date(s) of service specified on the form will determine when the payment is made.

Lost Receipt Form

Lost Receipt Form

The Lost Receipt Form should be completed/submitted whenever you are unable to provide your original receipts for your reimbursement packet. A good faith effort should be made to collect a copy of the receipt before using this form. The claimant lists, in detail, the circumstances surrounding the lost receipts and verifies the expense. The Lost receipt Form should be itemized (as the original receipt would have been). This includes listing taxes and fees separately from the cost of the items. Both an authorized project signer should sign this form, as well as the claimant.

Contact the SPF Front Office at (707) 826-4189 or hsuf@humboldt.edu if you need to initiate a DocuSign envelope to sign this form.