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Entering GW I-Corps Site ProgramRelated Expenses into GW iBuyTraining videos online - https://ibuy.gwu.edu/247-online-trainingContact Stephanie Asher if you have any questions.– saasher@gwu.edu– (202)994-5911
Step 1:Login to IBuy System em-accessSign in using your netid (including @gwu.edu)and password
Step 2:Create a new report by clicking “ New”:
Step 3:Begin filling in the expense report header:Explain groupingof expenses here(e.g. Pets TradeIndustryConference inAustin, TX 2018)Write start and end dates oftravel or expense hereSelect “(PTA) Grant”Select “(116026 39511/2/CCLS293 ”Click “Next ”
Step 4:Begin a new expense item:Select “New Expense”Select what type of expense it is from the list:(I selected US Business Meals here as an example)
Step 5:Fill in details for the expense (numbers explained below):1.3.2.4.5.6.7.1. Date of transaction on receipt2. DETAILED reason for expense (Listing “lunch” or “interview” is not acceptable; “Lunch withpotential customer for customer discovery” or “Lunch during Trade Industry Conference” works).3. Name of vendor on receipt4. City expense was incurred5. Amount on receipt6. Select “No”7. Manually add your own name and whoever joined you in expense (e.g. team members)
Step 6:Attach receipts and approvalsMake sure to attach (per expense): Itemized Receipt (NOT CREDIT CARD TRANSACTION) Missing Receipt Form if needed Approval email (pdf is fine)Repeat Steps 4-6 for each line item (i.e. per taxi ride, permeal, etc.)
Step 7:When report is completed with all receipts attached:(1) Click Details (in the top middle)(2) Select “Approval Flow”(3) Press the ( ) button until you have space to designate two approvers(4) Search and select “McCusker, Leo X.” as the top approver(5) Search and select “Brooks, Jamal” as your second approver2. Submit Report!
Important Notes on Reimbursements:Allowable expenses include: Travel Expenses to consult with potential clients or experts. Travel costs are the expenses fortransportation, lodging, subsistence, and related items required to meet with industry experts andprospective customers.Meetings and Conferences: Costs of meetings, trade shows, and industry conferences are allowable.This includes the cost of meals, transportation, registration fees, and other items incidental toattending such meetings or conferences. Note that attendance at industry conferences and tradeshows is encouraged, but expenses related to attendance at academic conferences are not allowable.Teams may not use AccelerateGW I-Corps Site funds for legal or administrative costs. Alcohol is strictlyprohibited for reimbursement and may not appear on any receipt submitted for reimbursement.Other important guidelines for submitting expenses include: Out-of-pocket expenses submitted more than 60 days after the expense will not be reimbursed. This isa GW policy. Submit as soon as possible! Travel can only be reimbursed AFTER it’s happened. This is a GW policy. Receipts are required for all expenditures, regardless of the dollar amount. Receipts must:o Be legible, itemized and detailed.o Show the date of purchase, vendor name, itemized list of purchases, and the total amount.o Show an amount that matches the amount being reported. Tips must be included on receipts.A receipt in an amount smaller or larger than the actual expenditure is not acceptable.o If you don’t have a receipt a completed and approved Missing Receipt Acknowledgement andApproval Form MUST be attached to each expense without a receipt. It must be signed by LexMcCusker. All expenses must be economical. This is a GW policy. All flights must use a U.S. Flag Carrier for air travel. These include AirTran, Alaska Airlines, AmericaWest Airlines, American Airlines, Delta Air Lines, Frontier Airlines, Hawaiian Airlines, Southwest Airlines,Spirit Airlines, United Airlines, and U.S. Airways. This is a NSF federal grant policy. All expenses must be accompanied by customer interviews in LPC for final approval. This helps usmake sure that the grant funds are being used for customer discovery. Receipts submitted for reimbursement must only be for the team members receiving theAccelerateGW I-Corps Sites funding.
2. DETAILED reason for expense (Listing “lunch” or “interview” is not acceptable; “Lunch with potential customer for customer discovery” or “Lunch during Trade Industry Conference” works). 3. Name of vendor on receipt 4. City expense was incurred 5. Amount on receipt 6. Select “No” 7.
