國立陽明交通大學 電子物理系
National Yang Ming Chiao Tung University
Department of Electrophysics
NYCU
Reimbursement

Required Systems for Reimbursement

Procurement Category (Please note that the purpose section must relate to project research)

1. Operational Expenses (Non-Equipment)

Definition of Equipment: Items costing over 10,000 NTD with a lifespan of 2 years.

Procedure:
Path: Procurement System → Online Procurement → Procurement Operations → New Procurement → Project Budget → Direct Reimbursement for Amounts ≤ 100,000 NTD (including petty cash) → Confirm. (Please enter all items until no red text appears. Finally, select “Print Report” and print double-sided.)

Petty Cash (Procurement System Category: Direct Reimbursement for Amounts ≤ 100,000 NTD including Petty Cash):

  • Personal Reimbursement: For payments made by teachers or students using cash or credit card.
    • Notes:
      • For reimbursements exceeding 10,000 NTD (students are not allowed; only professors, postdocs, or assistants can be reimbursed for amounts over 10,000 NTD), an “Application Form for Reimbursement Over 10,000 NTD” must be attached. If receipts are lost or foreign receipts are used, an “NYCU Expenditure Certification Form” must be attached.
      • The sticky receipt sheet for petty cash can contain invoices from different vendors reimbursed by the same payee, up to five invoices. Please adhere them carefully (do not staple them to the sticky sheet).
      • Enter the teacher’s staff ID or the student’s ID number for the payee; select “Reimbursement” for the payment method.
  • Direct Payment to Vendor: For payments made directly to vendors. (Payee Code: Unified Business Number)
    • Notes:
      • The sticky receipt sheet should only contain invoices from the same vendor, up to five invoices. Please adhere them carefully.
      • Enter the vendor’s Unified Business Number as the payee; if there is no vendor information, the vendor must fill out the “Vendor Wire Transfer Agreement” and confirm with Mr. Sun in the Cashier’s Office whether the vendor has been registered in the school system. Contact: 03-513-1342, extension 51810.
      • Invoice details must be recorded as this is the method vendors use to verify payment.

Personnel Expenses: Students do not need to use this item; it is only for department or lab assistants. Personnel expenses include the principal investigator’s research hosting fee (payable at the beginning of each month) or student research fees (payable at the beginning of each month).

Reimbursement Process

Personnel Management System: New Part-Time Approval → Approval Form Operations → Create New Approval Form → Scholarship Type → General Funds Approval → Select Project → Search → Confirm Approval → Enter each field: Approval start and end dates, student ID, salary, account details (must be their own account, preferably at E.SUN Bank or the post office), etc. For external students, file creation is required (left column: Approver Personnel File Creation and Upload Personal Proof Materials) to upload their student ID, identity card, and account information. The school must create the file before employment.

After completing all data entry, go to the left column: Query/Modify/Print Approval Form, and establish the filing process, so it is sent to the school for database entry.

Monthly Check-In: After the data is entered, students must check in at the “Part-Time Attendance and Service Management System” at the beginning of each month. If one person fails to check in, the entire lab cannot process the payroll (keeping separate records can cause errors). The professor or authorized assistant must also review the attendance in the system.

Procurement System Number: Select the category “Various Compensation Payment Receipts (NYCU Campus)” and fill in all student names and the month of payment in the system. Obtain the procurement number, which must be entered into the Work Expense System.

Work Expense System: Person in charge → Project Work Expense Application → Select Payment Project → Enter Payment Month → Choose whether to include previous application data (optional, depending on the usual practice) → Apply for Work Expense → Import from Part-Time Approval Form → Load Approval Data → The system checks if the student and approver have completed check-in and review. If not, notify the relevant parties. Once completed, the work expense record can be created in the system. → Enter the procurement number, select Personnel Expenses (Deep Cultivation Project) or Operational Expenses (MOST Project), and list all student names and payment months in the description column. → Generate form (single-sided printing required).

Domestic Travel Expenses: Reimbursement follows the “Guidelines for Domestic Travel Expense Reimbursement.”

Faculty: Apply for leave in the Attendance System → Domestic Leave/Travel → Domestic Travel Application Form. Once the leave is approved, proceed to → Domestic Leave/Travel → Domestic Travel Expense Application Form (enter the amount to be reimbursed). Obtain a number from the procurement system (category: Various Compensation Payment Receipts (NYCU Campus)) → Print the application form (must be signed by the traveler) and the approved leave form.

Students: Complete the “Domestic Travel Expense Report” and the “NYCU Student Domestic Travel Approval Form” (the date in the top right corner must be earlier than the travel date). Obtain a number from the procurement system (category: Various Compensation Payment Receipts (NYCU Campus)) and enter it in the top right corner of the report.

Reimbursable Domestic Travel Expenses:

  • Transportation: Tickets for Taiwan High-Speed Rail (THSR) must be attached if traveling on different days. For same-day round trips, no ticket stub is required. Reimbursements for Taiwan Railways Tze-Chiang Limited Express or public transportation (such as buses, MRT) do not require ticket stubs but should note the starting and ending stations and fare. Taxi fares are not reimbursable.
  • Accommodation: Up to 2,000 NTD, receipts required. If multiple people share a room with only one invoice, the original receipt can be used by one traveler, while others use photocopies with an expenditure certification form, indicating the reason and the original reimbursement procurement number.
  • Miscellaneous: 400 NTD per day. For conferences, reimbursement is only for presenting papers or being staff. Meeting notices and conference agendas must be attached.

Submitting Documents: Submit the Domestic Travel Expense Report, leave form, and sticky receipt sheet (if there are receipts).

Important Notes:

  1. Postdoctoral researchers, assistants, and students’ travel expenses must be reimbursed under the payment project. For other projects, fill out the “Industry-Academia Cooperation Project Personnel Business Application Form” and explain the reason.

4. Usage Fees for Valuable Instruments: Submit the “On-Campus Unit Funding Transfer Application Form (for Valuable Instrument Usage Fees).”

  1. The form should include four items: reporting date, funding source (unit name, project code, procurement number, amount), and description of the funding transfer.
    • Explanation: A. Application content or item: MOST Basic Research Core Facilities Usage Fee (Valuable Instrument Usage Fee). B. A receipt must be issued, with the payer’s name matching the project code. C. For MOST projects, fill in the MOST project number and the amount for the funding transfer.
  2. Procurement Number: Obtain a number from the procurement system: select “Direct Reimbursement for Amounts ≤ 100,000 NTD,” choose internal transfer for the payee (payee code and name will automatically appear as “internal transfer”). After completing data entry, print the expense proof sticky receipt sheet (no stamp required).
  3. When making the payment, attach the following: A. Payment notification issued by the MOST reservation system, B. On-campus unit funding transfer application form, C. Expense proof sticky receipt sheet printed from the procurement system.

Equipment Expenses:

  • Refers to equipment necessary for research projects with a unit price exceeding 10,000 NTD and a useful life of more than two years. Must be included in the approved list of equipment and within the specified limits. If not listed, items costing less than 500,000 NTD can be processed with a “Project Change Handling Form” (equipment cost must specify unit price). If equipment expenses were not budgeted but need to be added, and the amount is under 50,000 NTD, an internal change can be processed. Changes over 500,000 NTD must be recorded in the MOST online system. The “Project Research Change Application Form” and the approved list and equipment quotation must be printed, stamped by the unit supervisor and a higher-level supervisor, then sent to the Budget Office and Project Operations Office for processing the change application (project extensions must also follow this procedure).
  • MOST Equipment Procurement: Follow the “Research Procurement” guidelines (refer to the “NYCU Procurement Case Responsibilities Table (applicable to the Basic Science and Technology Act)”).
    • A. Under 100,000 NTD: Procurement system category: Direct Reimbursement for Amounts ≤ 100,000 NTD (including petty cash) → Expense Purpose: Equipment Fee. Required documents: forms generated by the procurement system, property increase form (with the professor as the property custodian and the unit property manager as Xiaowei), and the approved list or modified project change handling form.
    • B. Over 100,000 NTD: Procurement system category: Reimbursement after procurement, generate procurement form, attach “Vendor Quotation” (original and discounted prices), “Approved Funding List,” “10~60 Thousand NTD Price Negotiation Record” (download the form from the Procurement Section, and send it out only after the officer confirms the documents). Follow the document flow indicated on the procurement form.
    • After completing the procurement form: proceed with reimbursement (Procurement Management → find the document number → reimbursement). Attach the “Procurement Form,” “Delivery Receipt,” “Photos” (one of the complete equipment exterior and one of the model part), or other relevant documents and “Property Increase Form.”

Overseas Travel Expenses: Students do not need to use this item.

  • If not attending an international conference or undertaking research activities specified in the project proposal, fill out the “Project Change Handling Form” detailing the personnel, time, location (conference name) for overseas travel and obtain approval for reimbursement.
  • Faculty: Leave application required. Students: Complete the leave form (as explained for domestic travel expenses).
  • Procurement System Number: Select the category “Various Compensation Payment Receipts (NYCU Campus)” → Usage description should include the traveling personnel, time, location, and conference name. The procurement number should be written on the top right of the report.
  • Required Forms: “Overseas Travel Expense Report” (complete all fields), attach boarding pass, e-ticket, travel agency payment receipt (or proof of ticket amount), bank statement, or the exchange rate table from the Bank of Taiwan for the day before departure, invitation letter (for research activities), or paper acceptance letter (for international conferences).
  • Insurance: The invoice must be in the name of National Yang Ming Chiao Tung University (NYCU). The school has arranged group insurance, which can be handled through the school’s contact or an insurance company of your choice, but reimbursement is limited to the group insurance premium.

Other Important Notes:

  1. NYCU’s Unified Business Number is 87557573, and the name should be National Yang Ming Chiao Tung University.
  2. Invoices or receipts must specify the purchase date, buyer (NYCU), item name (in Chinese with English names added if applicable), quantity, unit price, the total amount in numbers and words, responsible person’s seal, and the Unified Business Number.
  3. Receipts or invoices dated beyond the research project period or fiscal year cannot be reimbursed.
  4. Invoice or receipt amounts must match the sticky receipt sheet, including tax.
  5. For triplicate invoices, include the deduction and receipt copies. For lost receipts or invoices, attach a photocopy stamped with the original issuer’s seal, indicating it matches the original, explaining the loss, and certified by the handler (attach an expenditure certification form).
  6. When submitting expense reports, categorize major items and adhere them securely to the sticky receipt sheet. Up to five invoices of the same nature can be attached to one sticky receipt sheet.
  7. For foreign receipts, attach the expenditure certification form, bank statement, or the exchange rate table from the Bank of Taiwan for the day before departure.
  8. Sign electronic invoices and write the invoice number and sign on thermal paper invoices.
  9. When using mobile tickets for THSR, obtain a proof of purchase online and sign under the honor system for reimbursement.
  10. For postage, indicate the items sent and the recipient’s address on the proof of purchase.
  11. For stationery purchases, specify items such as knives, pens, and their respective amounts.
  12. Photocopying costs must specify the content or include a sample (related to the research project; avoid charging under Deep Cultivation Projects).
  13. For corrections, affix the assistant’s seal (or the project leader’s seal if there is no assistant).
  14. For items labeled in English, ensure a Chinese name is also provided and stamped.
  15. All receipts for membership fees must be issued to “National Yang Ming Chiao Tung University”; personal names are not allowed and will not be reimbursed.
  16. Ink cartridges and toner must be registered in the inventory management system and the main sheet number noted in the usage description field.
  17. For temporary advance applications and reimbursements:
  • A. Reimbursement of the amount used after the advance.
  • B. Returning the unused advance to the Cashier Section.
  1. Property upgrades (above 10,000 NTD): The depreciation period will not increase for items not yet fully depreciated but may extend by 1-2 years for fully depreciated items.

Barcode Printing: (Print barcodes to track the reimbursement case’s office location)

  1. Website: https://msg.nctu.edu.tw/eod/, contact Jingqi for login details.
    • Create a new document → Apply custom preset workflow (or a non-preset workflow, set it up manually).
    • Common preset workflows:
      1. Petty Cash: Advance payment or direct payment to the vendor.
      2. Property/Item Reimbursement: Equipment expenses or reimbursements requiring the second management group’s approval (e.g., high-value consumables with property numbers).

Special Funds: (For specialized funds like Smart Semiconductor or TSMC funds, refer to serial numbers 74-84).