6. Databases, although time
consuming do not require a
lot of material expenses.
Some projects however can
be very costly such as the
Mars Rover project.
7. The EPICS staff will take the
project scope into
consideration when
evaluating your budget
submission.
8. Setting a budget is part of
any design team’s
responsibility in the ‘real
world.’ It is part of your
EPICS learning experience.
10. All teams have been given $200 in
their account. If your team will not
be spending over $200 you will not
need a budget. If you go over $200
you will not be allowed to
purchase until a new budget has
been filed and approved.
11. • The $200 needs to be included
in your budget form, and you
need to take it into account
when you are thinking about how
much you’ll need.
13. (KES) BUDGET FORM
Total Predicted Expenses Over All Projects (Fall 2009/Spring 2010)
$605.61
Total Actual Expenses Over All Projects (Fall 2009)
$550.51
Predicted Funds from Other Resources (Fall 2009)
$0.00
Project 1: (USA State Project)
$370.51
$345.51
$0.00
Project 2: IN History
$215.10
$205.00
$0.00
$20.00
$0.00
$0.00
Project 4: (Project Name)
$0.00
$0.00
$0.00
Project 5: (Project Name)
$0.00
$0.00
SAMPLE
BUDGET
$0.00
Project 3: (Continuation of USA)
Instructions for this form
At the beginning of the fall semester, fill out the predicted expenditures for both the fall and spring
semesters. For each project, use the full project name, not an acronym. This makes the purpose of your
expenditures much clearer. When you print this form, please print it in the landscape layout, as it is given to
you. Having all the budgets with the same layout makes them much more manageable.
Each month, you will receive an update of what your team has spent. This may differ from
the actual price of your product because of costs like shipping. Please enter the total cost
you received under "actual expenditures" when you receive this form.
Thanks for your help! Following these instructions carefully really helps Pam and others
who have to work with these forms. If you have any questions, you can ask your advisors,
TA, or Pam. They would all be glad to help you.
Project 1: (USA State Project)
Description & Justification
1.1 Super Bright LED
Fall 2009
Predicted
Expenses
Spring 2010
Fall 2009 Actual Predicted
Expenses
Expenses
Total Predicted Total Actual
Expenses
Expenses
Funds from
Other Resources
181.7
181.7
0
$181.70
$181.70
$0.00
66
66
0
$66.00
$66.00
$0.00
1.3 Prototype Board
11.8
11.8
$11.80
$11.80
$0.00
1.4 Extruded Polystrene (styrofoam)
7.27
7.27
$7.27
$7.27
$0.00
1.5 Acryl Sheet
19.99
19.99
$19.99
$19.99
$0.00
1.6 Electrical tapes, Liquid electrical tape
11.35
11.35
$11.35
$11.35
$0.00
1.7 Jumbo 7 segment display
38
38
$38.00
$38.00
$0.00
1.8 100 ohm resistors, Push buttons
9.4
9.4
$9.40
$9.40
$0.00
$25.00
$0.00
$0.00
$0.00
$0.00
$0.00
$370.51
$345.51
$0.00
1.2 Toggle switch (on-off-on : SPDT)
1.9 Large & Small Prototype Boards
1.10 Bundles of wires
TOTAL
25
14. Average team expenditures
is $600 per year.
•There is no penalty or profit to
spending more or less than
average
• Can spend more if EPICS approves
• Consider shipping costs - estimate
15. • Once your budget is finished:
• Post on Sharepoint
• Print and obtain advisor approval
• Submit to Pam Brown (ARMS 1207)
• Wait for approval
16. • Minor purchases allowed
until your budget is approved
• Allow 2 weeks for budget to be
approved
• Will receive an email when your
budget is approved
• If you have not received an email in 2
weeks please check with Pam Brown
(pamb@purdue.edu)
17. • Familiarize yourself and your
team with the Purchase
Request Form Located here
A sample of the Purchase
Request Form follows:
18.
19. • Fill out the form, get your
advisors signature and take the
form to ARMS 1200.
•If you are purchasing from a web
site, please print out the product
page from the web site and
attach with the order form.
20. •Please make sure the
web site allows for credit
card purchases. We
cannot make Pay Pal
purchases and this
could slow your order.
22. EPICS Reports for the
Financial Officer
You will receive a monthly
report, on Sharepoint, showing
expenditures and an accounting
of what is left in your budget.
Please make sure MYEPICS
shows your role of financial
officer!
23. You can request a report at any
time with up-to-date purchases.
Please share this information
with your team.
24. If your team is exceeding your
proposed budget please
submit an amended budget as
soon as possible.
25. Engagement Grants
Information about grants will come
in weekly emails. If you get an
approved grant, this money will be
on its own account. You will get a
separate grant report with your
monthly team report on Sharepoint.
26. Engagement Grants
When you go to fill out a
Purchase request form
using your grant money, be sure
to circle “Yes” when asked
“Is this purchase related
to grant funds?”
27. Engagement Grants
Treat the grants like your team
account. You will need to watch the
available money. If you go over
your allowed amount, the difference
will come out of your team
account.
28. Engagement Grants
Try to use all of the money you
received for the grant or it will
be given back to your sponsor
after the duration for it is up.
