BUDGET PLANNING

Spring 2012

Why does EPICS

require a team
budget?

Ensures that the EPICS

program will have enough
money to cover your teams
expenses.

Helps your team plan and

set goals for the for the
academic year.

Your budget expenses

should align with your
project
What are you building?
A database?
A soapbox derby car?

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.

The EPICS staff will take the

project scope into
consideration when
evaluating your budget
submission.

Setting a budget is part of

any design teams
responsibility in the real
world. It is part of your
EPICS learning experience.

How do I get started?

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.

 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 youll need.

Guidelines for budgeting

can be found on the
EPICS website here
Budget sheets can be
found here

(KES) BUDGET FORM

Total Predicted Expenses Over All Projects (Fall 2009/Spring 2010)

SAMPLE
BUDGET

$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

$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.

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

 Once your budget is finished:

Post on Sharepoint
Print and obtain advisor approval
Submit to Pam Brown (ARMS 1207)
Wait for approval

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)

 Familiarize yourself and your

team with the Purchase
Request Form Located here
A sample of the Purchase
Request Form follows:

 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.

 Please make sure the

web site allows for
credit card purchases.
We cannot make Pay
Pal purchases and this
could slow your order.

Purchasing Guidelines
can be found here

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!

You can request a report at any

time with up-to-date purchases.
Please share this information
with your team.

If your team is exceeding your

proposed budget please
submit an amended budget as
soon as possible.

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.

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?

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.

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.

Any questions?
Contact Pam Brown
ARMS 1207
pamb@purdue.edu
OR
Maddie Ramsey
ramsey11@purdue.edu