The following guidelines apply only to teams that have confirmed their prototyping needs with their faculty instructor. Do not assume that a prototyping award for your project’s prototyping needs is automatic. Please check with your faculty instructor first.
Towards the end of the semester, one team member will be awarded for a portion of your team’s prototyping needs. Prototyping should be done for a specific purpose, and so this award is in recognition of intentional prototyping.
Who is eligible for the award?
- Please click here to check your project prototyping award limits.
- As a general rule, the following teams are eligible to receive the project prototyping awards from the School of ME:
- Current students who are enrolled in the ME Capstone Design Course
- Current students who are enrolled in the Interdisciplinary Capstone, which has ME faculty as their team’s primary advisor
- NOT for student-teams sponsored directly by faculty or entrepreneurs. Projects sponsored by Faculty and Entrepreneurs should confirm ANY expenses directly by the faculty/entrepreneur sponsor prior to making any purchases. These teams might receive reimbursement or get the necessary materials purchased directly from the sponsor. The following guidelines DO NOT apply! Contact your sponsor directly.
Projects typically fall into two categories with different award amounts:
- Company-sponsored projects are eligible for a prototyping award up to 100% of each team’s expenses up to a maximum amount of $1000.
- Non-sponsored (Student) projects are eligible for a prototyping award up to 80% of each team’s expenses up to a maximum amount of $800.
What expenses are eligible to be awarded?
- Items permitted:
- Supplies and materials used for prototype/model/mockups directly related to the project
- Consumable expenses for team branding at the expo (like posters, printing, etc.)Provisional Patent Filing Fees and t-shirts for non-industry sponsored teams may be reimbursed.
- For industry-sponsored teams, please check with your sponsor if they will provide company shirts to wear during the expo. Companies are NOT required to do so but ask. (Remember we now have the embroidery machine in the Invention Studio if you want to monogram shirts for your team.)
- Items NOT permitted:
- Personal expenses of any kind are not permitted. Each individual charge will be reviewed. Please do not submit receipts that include ANY personal items, as they will be rejected. (Ask for a separate receipt for that soda or chapstick!)
- Tools or equipment typically available in makerspaces.
- TRAVEL EXPENSES: Most sponsors will provide funding/support directly to the team for travel. Please check with your sponsor for funding before traveling to their site. If you have questions, please email Dr. Jariwala at amit.jariwala[at]gatech.edu
How to request a prototyping award?
Select one person from your team to manage the award paperwork, also known as the finance manager. This person (team contact) will receive the award payment and distribute it to the other team members. This award amount is subject to taxes, just like any other income. Once your paperwork is complete, email the course support administrator for final review and submit the finalized award packet. The paperwork is less onerous if the finance manager is a US person and not currently employed or employed by GT in the past 12 months.
Steps for requesting the Prototyping Award by Team Contact:
- CHECK your team’s maximum award limits here
- SUBMIT your request to become a supplier with GT by week #7 of class. Link: https://mecapstone.gatech.edu/award-supplier-info/
- If the finance manager is graduating, then they should provide a non-Georgia Institute of Technology address, as it will take at least FOUR weeks to process the request, and this will probably be after the student’s graduation date.
- Fill out the Capstone Expense Receipt List Form: Download it from here
- CREATE ONE .pdf file with all the receipts
- Each receipt must include details on the item purchased, date, vendor/supplier, price per item, and total quantity
- Ensure that the receipt shows clear proof of payment on the receipt and/or invoice. It should show the last 4 digits of your credit/debit card if not paid by cash. If the above is not possible, then attach a screenshot of your credit/debit card statement showing the transaction and the last 4 digits of your card. Take a photo of all the receipts and combine all the files into one .pdf file. (See How to here). Please do not submit receipts that include personal items along with reimbursable items.
- Review common mistakes to avoid here
- SUBMIT the Capstone Award Package here.
When to submit the award request package?
- Awards are processed on a first-come, first-served basis.
- The entire award request package is due online by Friday following the expo. Failure to submit the proper and complete package by the deadline will cause significant delays, and your final award amount WILL BE LOWER than initially requested, with the possibility of your entire award package being rejected.
- After submitting your award request package, it will take at least FOUR weeks to process all requests. Once processed, it can take up to 30 business days to receive your award.
Course Reimbursement Support Admin: Jaeda Bennett: jbennett311@gatech.edu | https://www.me.gatech.edu/user/1156