Purchasing Supplies and Sundry
In order to order anything for the lab, you'll need to create a purchase order and, along with any links or invoices.
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If you are ordering something any store:
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Research the best item with best reviews, etc.
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Send the item to Nadia and ask about her opinion/receive approval
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Complete a Purchase Order Form (below)
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There is a new Cognitive Sciences Forms Website that is beneficial to look over. This will contain all of the forms below, so if you are ever curious or want more information about any of the forms, just take a look over at the website!
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If you ever have questions about any forms contact the cogsci department admins: cogsci@uci.edu
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Purchase Orders
There is a new google form in order to purchase any materials. From time to time MyLee changes it, so be on the look out if there are any updates:
Purchase order form <- this is only for materials for the lab, if you need to order a computer or something electronic, that is through the computing services.
Always let Nadia know ahead of time when purchasing anything new!!
Once you finish, make sure you keep track on what you're purchasing by adding it to the lab server.
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KFS Number
Remember to make sure that you are entering the correct KFS Acct number. Here are KFS numbers for the different lab-related accounts:
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Nadia's Startup: GF14841 (usually you charge this one for purchase orders)
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Nadia's NSF: FG21971 (sometimes used when traveling to conferences)
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Lab UROP funds: GF11210 (not sure if still active)
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Advancement and Reimbursement
All reimbursement and advancement forms can be found on the server. Description of all forms required can be found on the Server Contents page.
Human Subjects Cash Advance
We provide payments for participants who come into the lab ($5/visit) to cover the cost of parking. In order to have funds ready in lab, you need to apply for an advancement, typically $500.
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Requesting a Cash Advance:
To request a cash advance, you'll need to fill out the Cash Advance Request Form. The form will ask you to attach two documents:
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Human Subject Cash Advance Payment Request form: This form can be found on the server under Forms and Templates > Advancement and Reimbursement Forms.
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​The form needs to be filled out with a completion date. It is typically a good idea to set this at the latest possible date (4 months from date of request), since it can be closed out early.
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The cash advance can also be extended by request to Clara. Both the lab manager and Nadia need to sign the Cash Advance Form before turning it in to Clara (in person).
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Clara will usually contact the lab manager or Nadia when the check is ready to be picked up. The check can be cashed in at any bank. If Nadia cashes the check and provides the funds, they will need to be changed to 100x$5 notes in the bank (which can be done on campus at the Wells Fargo if you have a Wells Fargo account).
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Full IRB Protocol: This document can be found on the server under IRB Documents as a pdf
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TIPS FOR CASH ADVANCE:​​
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When using funds from the cash advance (e.g. when compensating parents), make sure to save the receipts AS you compensate them to avoid having to backtrack and find all of the receipts for your compensations when you compile them for a close out request.
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It's useful to save an image of your receipt and upload it into the server [enter location here]!
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Make sure to black out parent names on receipts before submitting forms.
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Closing Out a Cash Advance:
Once you have finished using all the funds from your cash advance, you'll need to fill out the Cash Advance Close Out Request Form to close out your cash advance. The form will ask you to upload proof of your payments, which is when you will need to submit all receipts in which you used your cash advance funds (which is why it's wiser to save the receipt as soon as you make the payment and upload it into the server so you can track your payments).
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Paying Online Participants
We provide $3/15 minutes spent to all adult participants. On child studies, parent participant emails are collected and added to the Parent Reimbursement Sheet here:
Participants are given $3 through Tango giftcards. We used to use Amazon giftcards, but they raised the minimum to $5, which is not possible for those participants who are only being compensated $2.
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Adult participants are paid $3/15 minutes estimated completion time. Adult participant funds must be added on Prolific and Testable before studies are published. More information about paying for adult studies can be found in the Adult Online Studies page.
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Travel Reimbursements
Mileage Reimbursement
The lab provides gas reimbursements for lab-related travel, such as travel to museums and parks. The mileage form for reimbursement can be found on the server. All miles and times listed on the mileage form should be calculated as starting or ending at UCI. There is no reimbursement for miles traveled during commute (to and from home). Though generally, if they travel from their home to the lab for lab-only related purposes, they can get reimbursed from home to lab, etc.
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The details on how to complete it are in the Lab Manual, under mileage reimbursement.
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Conference/Event Travel Reimbursement
If you are attending a conference, talk to Nadia about being reimbursed for your conference expenses. In order to be reimbursed:
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You'll need to create a Travel and Entertainment Management (TEM) profile in the UCI financial system, KFS. Please add Clara as an arranger with her UCINetIds (clara). Instructions on creating your profile can be found here: http://www.accounting.uci.edu/travel/before/tem-profile.html
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Forward Clara the following documents:
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The CognSci Travel Reimbursement form (form and guidelines found in the server)​
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Copies of receipts for your expenses with prices listed (itineraries for flights should include the price charged)
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Document with the dates of the conference/event displayed (screenshot of webpage, conference schedule)
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