Reimbursements

Follow these instructions to get reimbursed, whether for project supplies you have purchased, conference travel, or SyBBURE supplies.

How To Get Reimbursed Training Module

Make sure that you have Oracle Access before continuing. First, try to sign in, If you do not have access, slack Kyle.

Adhere to bullet points below before submitting a reimbursement request.

  • If you are splitting costs on something and getting reimbursed, know that you are not able to get reimbursed for payments sent to others via Venmo or other similar services

  • Cost for meals should be less than $12 per person

  • You cannot get reimbursed for donations. This includes buying something at a thrift shop that only accepts donations for goods

  • Only food for SyBBURE students should be reimbursed

  • Subgroup, House, or everyone in SyBBURE should be invited

  • There should be NO ALCOHOL present if SyBBURE pays for anything

  • Ask for RSVP before event to order correct amount of food

  • Send number of people, restaurant/store, cost to Kyle BEFORE ordering

Reimbursement Process

  1. Address to ship items to SyBBURE lab space:Kyle Whitley
    1221 Stevenson Center Drive, Room 6301
    Nashville, TN 37240

  2. Fill out the Reimbursement Request Form (talk to Kyle before filling out).

    1. Specify the time period, which kind of expense you want to be reimbursed for and for how much.

    2. You will be notified of whether your request is approved by email. If you get a pending response, please give us a couple of days.

  3. Save your approval email as a PDF.

  4. Navigate to Oracle cloud.

  5. Find an icon labeled “Expense” and click on it.

  6. Follow this guide and use one of the account numbers below (it will not be approved if you do not use the correct account number!!!).

  7. Attach receipts and your PDF of your approval email.

Guidelines

  • Reimbursements must be submitted within 60 days of purchase date.

  • Alcohol purchases are not reimbursed.

  • Travel-related purchases like airfare, hotel, and car rental MUST be purchased through Concur in order to be reimbursed!!!

  • All requests over $75.00 must be accompanied by a receipt.

  • You will not be reimbursed through Oracle for Venmo transactions if splitting hotel accommodations with another student. Whoever paid for the hotel needs to be the one to get reimbursed.

Qualifying Expenses

Category of PurchaseExpense Type to Select in Oracle"Account" number (XXXX)
*See below
Academic or professional organization membershipMemberships and Dues Expense6765
VIX/research project suppliesSupplies Expense - Lab6105
Conference registration
Travel Expenses --> (then in itemization at bottom of page select 'Conference Registration')6725
Conference travel related to your SyBBURE researchTravel Expenses (either within the U.S. or outside the U.S. depending on where your conference is) --> (then in itemization at bottom of page select the following option that corresponds to your reimbursement item:
Accommodations - (Foreign or Domestic)
Airfare - (Foreign or Domestic)
Ground transportation - (Foreign or Domestic)
Group meal - (Foreign or Domestic)
Individual breakfast - (Foreign or Domestic)
Individual lunch - (Foreign or Domestic)
Individual dinner - (Foreign or Domestic)
Internet - (Foreign or Domestic)
Laundry - (Foreign or Domestic)
Snacks - (Foreign or Domestic)		6310/6305
Food/beverage
Snacks		Food and Beverage Expense6135


Account Numbers

 SyBBURE Gift Funds ('XXXX' will auto-fill in Oracle)
Account Number (COA string)270.40.27770.XXXX.076.000.000.RES.0
Account Number for Oracle270.40.27770.XXXX.076.000.000.RES.0
Project Number (POET string)GE_101577 (if you use GE_101577, then the coresponding COA should match 270.40.27770.xxxx.076.000.000.RES.0)
Task Number1
Expenditure Organization27770 - Research Operations
Contract Numberleave blank
Funding Sourceleave blank