guide page
Expense Reports
Clinician Expense Report
Send payment to clinician for the total amount at the bottom of the form, which includes supplies. Admin will file the pdf.
Webinar presenter/host expense report
Send payments to the presenter and the host – admin will file the pdf.
Scholarship Expense Report
Go to the scholarship recipient spending and progress folder (there is a shortcut in the Treasurer’s folder) – make sure the recipient has the funds left to pay the expense amount – update the individuals fund – send the reimbursement – file the pdf in google-drive
Mentorship evaluation report
Occasionally the Dean will send over a mentorship evaluation. This will either be for a scholarship student or for a traveling mentorship. At the bottom of the form the mentor will have checked one of those buttons and select the payment type.
If the traveling mentorship button is selected there may be expenses attached to reimburse the mentor. PHCP will pay for the mentor’s airfare or milage. Students are responsible for the rest.
For scholarship students you will send the mentor $175 pert day. The number of days is found near the top of the evaluation. Scholarship recipients may use their funds for no more than 2 days at each mentorship. Deduct this amount from the students scholarship recipient spending doc.
note: If a scholarship student is doing a traveling mentorship do not deduct the $175 per day from their spending. They will be paying a different fee amount directly to the mentor for a traveling mentorship and they will submit that in an expense report.
Scholarship funds tracking
Scholarship payouts and purchases through PHCP such as clinics, webinars, and mentorships are tracked for each recipient in the scholarship recipient spending and progress folder. This folder contains documents for each year the funds are awarded to individuals as well as a summary document. The summary doc will tell you which year the individual was awarded their funds. Admin will be deducting events such as webinars and clinics purchased through PHCP from the individuals funds.
The Treasurer can update the recipient spending/progress summery from time to time as needed. This form will give you a number for unspent funds that have been awarded, when it comes time to do the budget. When the summary is updated you can let the Dean know as they may want to send out emails to the recipients to let them know what they have left for funds.
The Dean or Admin will let you know if a recipient forfeits their remaining funds for any reason. These funds go back into the general scholarship fund. The active recipients are highlighted in green. Keep that updated for easy viewing.
Year end
The Budget
1Password
The treasurer should be able to view All Vaults on the 1password website, All Accounts when in the extension and All Items. This allows them to manage and update payments for everything stored in the application. It is best when possible to not duplicate items. When an item is updated any duplicates will need to be manually updated also.
The treasurer vault can be used for quick access to items visited frequently.
Google tips
Updating a shared document
You can update a shared document and keep the same share link so it is automatically updated in all locations. After making your change in google docs save it as a pdf with the same file name. When you upload the new pdf to the same folder it will ask you if you want to replace the existing one. If you don’t get this option, the file name is not exactly the same. Try copying and pasting from the old pdf to make sure they match.
Adding topics to this guide
After creating the topic here on this page, put your cursor in front of the topic title, then click on the named anchor icon (the little bookmark, next to last icon above right, just before user avatar icon). Enter the topic name as simply as possible – ideally, one word – if more than one, separate them by dashes (no spaces, lowercase only, ex. “new-topic”). Next, scroll below to the guide anchor linksbox and add the new anchor link there with exactly the same text. Hover over the new link and then drag it to put it into alphabetic order. The new topic will now appear in the sidebar index once you update this page.
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