Suggested vendor:

Artist and Craftsman Supply in Central Square, Cambridge, will give you a substantial (15%?) discount if you say you are from Brandeis. They have a great selection and are very helpful - much better than Pearl or Utrecht.  "We hire our sales staff based on their happy demeanor, their outgoing nature, their genuine enjoyment of people, and then we train the hell out of them." 617.354.3636, Right across the street from Pearl, 580 Massachusetts Ave.

How to Get Reimbursed

  1. Make two copies of your receipts.
  2. Keep one copy for your records.
  3. Attach one copy and the originals to either a Petty Cash Request Form or Expense Report (see below).
  4. Fill out the form.
  5. Do not include sales tax. Sales tax will not be reimbursed.
  6. Submit the form with attached receipts to Ingrid Schorr, Office of the Arts, MS 051 or Slosberg 232.

Use a Petty Cash Request Form if your receipts total less than $100 and you would like to get cash from the financial office on Turner Street.

Use an Expense Report for all other expenses EXCEPT for stipends, professional fees, and payments made directly to vendors.  You will receive a check in the mail within about two weeks.

Travel

Fill out an Expense Report. For mileage driven, include a copy of your route from Mapquest or Google Maps. You will be reimbursed per mile.

Stipends and Other Professional Fees

For example, say you hire a professional musician to perform a piece you wrote. This person must be paid by Brandeis directly. Do not pay this person yourself.  Have them write an invoice and fill out a W9 form. If they are already in the Brandeis system - if they have been paid by Brandeis before - they don't need to complete a W9.

Payments Made Directly to a Vendor

For example, say that you order clay from a company that does business with Brandeis and will bill us directly. You give me the invoice and I will fill out a Payment Request form to have a check sent to the clay company.

Receipts
You must include the original receipt.

  • Receipts should be itemized, meaning all items purchased should be shown, not just a total amount.
  • For online orders, combined printouts of an order confirmation (not a shipping cart) and a shipping confirmation constitute an original receipt.
  • If items are purchased with a check, attach a copy of the processed check.
  • Rarely, some stores only give out written or e-mail receipts. In this case, the following should be included in the paper.
    • Date and time of purchase
    • All items purchased
    • Store’s phone number, complete address and name of a cashier
  • International purchases: Proof of payment in foreign languages must be translated into English. Please also provide the translator's contact information. If amount purchased is in foreign currency, convert the foreign currency into the U.S. amount based on the rate on date of purchase, not before or later. Print out from a Web page for the rate used to convert the expense to U.S. dollars and attach to proof of payment.