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Resources For Fellows

How to order materials and supplies

As fellow, you have a budget of up to $500 per year to spend on materials and supplies to be used in your assigned school’s classrooms. Each school will also have an additional budget of $250 for use in after-school science clubs, fairs, or family science nights.

You have two options for ordering items: 1) Janice can order for you through CEE department purchasing, or 2) you may buy the item(s) yourself and submit a receipt to Janice for reimbursement. The first option requires more lead-time (at least one week, but it could be more depending upon what you are ordering). The second option may require 3-4 weeks (or more) to get reimbursed.

**NOTE: Many (but not all) items that are purchased through Fisher Scientific, OfficeMax, or other vendors with UCLA agreements will receive a significant discount if purchased through UCLA. If you order on your own, you will not be given the UCLA discount. If you purchase an item on your own without checking the discounted price first, you may risk not being fully reimbursed for the difference in price. For Fisher and OfficeMax purchases always check with Janice first!

To order through CEE department purchasing:

Please email Janice a list of what you want to purchase. For each item, include the vendor and catalog number (and url, if applicable). Also, specify quantity, unit price, total cost, and an exact description of the product as listed in the catalog. Be sure to state the date by which you will require the item(s).

When budgeting, remember that sales tax of 9.25% will be added to the total, and there also may be shipping costs.

You should feel free to browse a variety of scientific vendors such as Fisher Scientific, VWR, Sigma, Forestry Suppliers, etc., to find any equipment, supplies or kits that you may need. You may search online for other companies to find the best price. In some cases, purchasing may order from a different vendor than the one you suggested: 1) the item is cheaper through a different vendor that offers a UCLA discount for your item, or 2) the item is back-ordered from your vendor and won’t arrive by the date you need.

Janice will email you when your order comes in. You may pick up your order from Janice’s office at 4359 Young Hall.

To submit a receipt for reimbursement:

Avoid ordering directly from Fisher or OfficeMax on your own without checking with Janice first (see caveat above). If UCLA receives a discount on the item, you may not be fully reimbursed if you pay a higher price.

To be reimbursed, you must first go to the CEE web site (http://cee.ucla.edu/cgi-bin/forms.php) and download the Request for Reimbursement Form. You should then print the form, fill it out, and submit the completed form with required documentation to Janice.

On the form, fill out your name, address, UID, and email. Also fill out the lower table with Date, Expense Type, and Amount. Leave everything else associated with account numbers blank. Note that you must submit original receipts taped on a separate piece of paper, as indicated on the form. Please also provide a brief description of what you used the items for in the space provided. This form will be sent to someone for approval who does not know necessarily know about our program, so please write something along the lines of "supplies for use in a science activity at XX school, as part of the SEE-LA GK-12 program." If your reimbursement includes items that normally are food, then you will need to provide additional detail about how the item was used in your lesson/activity.

IMPORTANT: The receipt must show proof of payment. If your receipt does not show proof of payment, then you must provide a bank or credit card statement showing such proof. You may redact any account or other non-relevant information from bank or credit card statements to protect your privacy.

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This material is based upon work supported by the National Science Foundation under Grant No. 0742410.

Any opinions, findings, and conclusions or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the National Science Foundation.

Last modified: 5 March, 2013