The Nut$

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The Nut Bolt of TIES
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Agenda

• Purchases
• Reimbursements
• Room reservations
• Equipment reservations
• Parking Reservations
• Web Access

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TIES

• TIES is a small, under-funded, under-staffed
  non-profit organization
• It is funded only in small part by UCSD
• We are not rolling in dough

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Purchasing Items for Your Team - Purchase Request

• If your TIES team would like TIES to purchase an
  item, and then charge it to your team budget,
  your Treasurer will need to fill out the purchase
  form that is on the website.
• This will be processed when received. Please
  allow sufficient time for processing and
  delivery.
• If you are working with a certain vendor, we will
  need the contact information for the person that
  you have been dealing with.

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Purchasing Items for Your Team

• Please make sure that you keep a log of all
  purchases.
• Communicate with your team and your faculty
  advisor in advance of making a purchase
• Purchase Order forms can be found on the web site
• Make sure your faculty advisor signs the form
  before you submit it
• Turn in to Mandy in TIES office

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Reimbursement for Purchased Items - The
Reimbursement Form

• This is for items that you have purchased with
  your own money within the past two weeks. Older
  purchases cannot be reimbursed.
• Please attach all original receipts.
• Please have your treasurer and faculty advisor
  sign, and turn into Mandy in the TIES office.

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The Reimbursement Form

• Reimbursements under 50 will be processed
  through the Cashiers office.
• If items are purchased online and sent to your
  home, we will also need
• The packing slip that the item came with.
• The email confirmation that you received
  confirming your purchase.

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Reimbursement for Travel

• This is if you or your team members have traveled
  to a certain area for project-related purposes.
• You are reimbursed per car that traveled to the
  area. If you all carpooled (encouraged), we
  reimburse only the driver.

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Reimbursement for Travel

• We will need
• Full Address that you had visited or closest
  cross street.
• If you start from UCSD, the address will always
  be
• 9500 Gilman Drive, La Jolla, CA 92093.
• We must mapquest all travel reimbursements
• The exact date that your group had traveled to
• License Plate Number of the car that was driven
  to the location.
• Make of Car
• Year of Car

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Reimbursement for Travel

• If your team visits one place every week or so,
  you may hand in mileage reimbursement all at once
  at the end of the quarter.
• Please make sure that you keep a log of your
  travels.

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Purchases Reimbursements

• Can take up to 3-6 weeks to process
• All purchase and reimbursement requests should be
  made through Mandy.
• You will be contacted through email when
  package/check has come in.
• All reimbursement requests must be turned within
  two weeks of purchase or travel. Anything more
  than two weeks old cannot be reimbursed.
• Forms must be filled in completely.
• Make sure that you make your own copies of every
  form/receipt/document you turn in.
• Please make sure to keep a log of all
  requests/purchases.
• All of the forms require Faculty Advisor,
  Treasurer, and Directors signature.

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Team Building Activity Reimbursement

• Please note that All Team Building Activities
• Cannot exceed 5 dollars/person
• Cannot be spent on alcohol or other drugs
• Requires written justification and itemized
  receipts.
• You will need to fill out the Reimbursement form.
• Please add the number of people that attended and
  their names.
• You will need to designate one person to be
  reimbursed for the costs of the team-building
  activity.

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Campus Shops

• Please refer them to Z (enoyolat_at_ucsd.edu) for
  an index number and all other concerns about
  billing and payment.
• Please let Shop know that
• We will need an invoice from them describing the
  work that they have done.
• They can send it to TIES, mail code 0429.
• Please make sure that you keep a log of these
  commissions.

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Room Reservations - Client Meetings
Presentations

• PLAN AHEAD!
• Schedule meeting rooms at least two weeks in
  advance through Z (enoyola_at_ucsd.edu)
• Some meeting Rooms Available to your groups are
• EBU 2, 584
• SERF 232
• Calit2 Undergraduate Studio
• EBU 1, 5506
• Reservations
• Please put in notice at least one week ahead of
  time if you will need the projector (on web).
• Please also reserve the camera to take pictures
  during your presentation (on web).
• Let Director and faculty advisor know the
  presentation time, date and location.

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Client Presentations - Food

• If you are going to provide food for your client
  presentation, you can do it two ways
• Set up a catering order through Z
  (enoyola_at_ucsd.edu) two weeks in advance.
• Purchase the food on your own and be reimbursed
  for it. Be sure to have your faculty advisors
  approval in advance.

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Client Presentations - Parking

• Parking
• Please let Z (enoyola_at_ucsd.edu) know two weeks
  in advance if you need parking arrangements
  (e.g., for your client).

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Webmaster Set up

• Whoever is designated Webmaster on the Team
  Responsibility Form will be set up with access.
• Project web pages must be maintained on the TIES
  server using the TIES template.
• Please note that webmasters will need a ucsd
  email address.
• Do not directly contact our desktop support.
  Please go through Grace (Grace Wang
  (gew001_at_ucsd.edu) for all web needs.

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Equipment Check out

• List of equipment on web
• Please email Z (enoyola_at_ucsd.edu) at least one
  week in advance with your requests
• We encourage your team to use the digital cameras
  to document your activities and progress.

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Labs 5506/5510

• For all concerns regarding Labs 5510 and 5506,
  please contact Z (enoyola_at_ucsd.edu)
• Key Codes are changed each quarter
• Key codes will be issued after safety training

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One Last Thing

• Its important that you regularly check your
  email and the TIES web site for changes, updates,
  etc.
• And check the TIES web site regularly!

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WELCOME TO TIES!!!

• Have a great quarter!!!