Microgrant Purchasing Instructions

1. Complete the Synthesis Microgrant Purchase Planning Form provided in the Microgrant Award Notification email by the stated deadline. Ensure that all required fields are completed.
   
   

2. Once your group has received approval (via email) for your submitted Synthesis Microgrant Purchase Planning Form, you will schedule a time with the Assistant Director of Program Operations via Calendly to purchase all necessary materials
   
   

OPTION A IS GOOD FOR PROJECT TEAMS THAT: 

• Do not want to spend their own personal out-of-pocket funds for project expenses. 

• Do not want to complete required administrative processes (Option B) to receive personal reimbursement for out-of-pocket expenses.

• Can purchase majority of requested materials/supplies from Preferred Vendors. 

Please note: if your group selects Option B, you should expect for the reimbursement process to take anywhere between 3-5 business weeks to complete. 

1. Complete the Synthesis Microgrant Purchase Planning Form (provided in the Microgrant Award notification email) by the provided deadline. Ensure that all required fields are completed.
   
   

2. After submitting the Synthesis Microgrant Purchase Planning Form, your group will receive an email confirmation approving of the planned purchases. The designated purchaser may then proceed to purchase listed materials/supplies using the following guidelines:

   1. Out-of-pocket expenses must be between $15-$100 (total). The Synthesis Program cannot process reimbursements for amounts less than $15 and/or greater than $100 without additional reviews that will take 1-2 weeks in addition to the original process timeline

   2. For more expedient reimbursement processing, the Synthesis Program highly encourages each group's designated purchaser be a current UC San Diego student employee.

   3. Payment Method: The designated purchaser is required to pay by card (credit or debit) where the last 4 digits of the payment method is clearly shown on the vendor receipt. The use of gift cards, Venmo/CashApp/PayPal, and/or cash cannot be reimbursed.
      
      

3. The designated purchaser is required to save and take pictures and/or scan the original receipts(s). All receipts should clearly show:

   1. Vendor/Store Name

   2. Date & Time of Purchase

   3. Detailed Itemized List of Purchased Items

   4. Total Purchase Amount ($)

   5. Method of Purchase (e.g. VISA)

   6. Last 4-digits of Credit/Debit Card 

   7.  DO NOT PURCHASE PERSONAL ITEMS (e.g. non-Microgrant related items) ON MICROGRANT-RELATED RECEIPTS. Receipts should only include items that will be claimed for reimbursement. Receipts that include personal items and Microgrant-related items will not be eligible for reimbursement claims. Receipts that do not reflect these requirements will not be accepted by the Synthesis Program and will not be eligible for reimbursement claims. 
      
      

4. SUBMIT THE Synthesis Program Student Reimbursement Form WITHIN (1) DAY OF WHEN ALL PURCHASES HAVE BEEN COMPLETED BY THE DESIGNATED PURCHASER.  
   
   

5. FOR NON-STUDENT EMPLOYEES/FORMER STUDENT EMPLOYEES ONLY: After submitting the Synthesis Program Student Reimbursement Form, they will receive an email invitation to register for PaymentWorks (UC San Diego's online payment system). PLEASE DO NOT LOG-IN TO PAYMENTWORKS WITHOUT RECEIVING AN EMAILED INVITATION. 
   NOTE: It is the responsibility of the purchaser to follow emailed instructions to complete their registration in PaymentWorks. If the designated purchaser does not complete PaymentWorks registration, they will not be eligible to receive reimbursement.
   
   

6. FOR CURRENT STUDENT EMPLOYEES ONLY: The designated purchaser should follow these instructions to add Staff Delegate to their Concur profile. Staff Delegate: Melody Miu (m1miu@ucsd.edu).
   
   

7. After all steps are completed, please expect reimbursements to take anywhere between 3-7 business weeks to process, depending on campus approval timelines. Please note that the Synthesis Program cannot guarantee processing timelines. Failure to follow instructions will result in not receiving a reimbursement.
   
   

OPTION B IS GOOD FOR PROJECT TEAMS THAT:

• Have at least one (1) team member who is a current UC San Diego student employee who can serve as the group's designated purchaser.

• Received a Microgrant Award amount between $15 - $100.

• Understand that all required steps are necessary for receiving a Microgrant-related reimbursement. Failure to follow outlined steps will result in not receiving a reimbursement.

• Want to purchase materials from a thrift store/consignment store (e.g. Goodwill).

• Have time-sensitive needs to receive/have access to their materials.

Follow steps outlined in Option A (for ordering materials directly from the Synthesis Program).

Follow steps outlined in Option B (for purchasing materials using out-of-pocket funds). 

Please note: additional review and/or tasks may be required to purchase and/or complete the reimbursement process