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Administrative Workflow & Reimbursement

行政事務與報帳流程

English Version

This page summarizes common administrative procedures in the lab (e.g., inventory, travel reimbursement, purchasing, scholarships, exchange programs).
For any unclear cases, please consult the department office or the advisor.

💰 Reimbursement Guidelines

All reimbursement requests must:

  • Confirm in advance whether a tax ID is required, how the receipt should be issued, and obtain advisor approval
  • Keep original receipts or invoices and follow the university reimbursement deadline

Purchase Reimbursement (Supplies / Equipment)

  1. Approval
    Inform the advisor via communication tools before purchase and confirm budget and necessity

  2. Receipt
    Ensure the university tax ID is included: [Fill in here]
    Print electronic invoices if necessary

  3. System Submission
    Submit details in the university reimbursement system, including funding source and purpose

  4. Submission
    Organize documents and submit to the department office

Travel Reimbursement (Conference / Paper Presentation)

  • Pre-application: Must be submitted at least one week in advance
  • Transportation: Keep tickets (e.g., HSR or electronic proof)
  • Registration Fee: Keep official receipt

📑 Graduate Administrative Notes

Inventory Check (Annual)
  • Each student is responsible for equipment at their desk
  • Borrowed items must be returned during inspection
Scholarship Application
  • Regularly check department announcements
  • If recommendation letters are required, send CV and draft at least two weeks in advance
Internship / Exchange / Overseas Study
  • Discuss research continuity with the advisor in advance
  • Complete lab handover if approved
Lab Exit Handover
  • Organize code and create a GitHub repository including README, environment setup (Docker, Anaconda), dataset links, and execution instructions
  • Coordinate with the successor and ensure they can run the system independently
  • Once confirmed, both parties (including advisor) should complete repository fork
  • Return all lab equipment
  • Submit research materials following the template:
    👉 https://github.com/Ewz9/lab_handbook/tree/main/template

中文版本

本頁面記錄實驗室成員常遇到的行政流程(例如：盤點、出差報帳、購物報帳、獎學金申請、交換生申請等)。
若有未盡事宜，請詢問系辦助理或指導教授。

💰 報帳作業規範

所有的報帳申請請務必:
諮詢事前確認是否需要填寫統一編號、二/三聯式發票抬頭怎麼寫、已獲指導教授許可
保留原始發票或收據，並注意學校核銷期限。

購物報帳 (耗材、設備)

  1. 步驟一：取得許可 採購前須先於通訊軟體內盡速告知教授，確認預算來源與必要性。
  2. 步驟二：索取憑證 購買時務必打上學校統編：[在此填寫學校統編]。若為電子發票，請列印紙本。
  3. 步驟三：填寫系統 登入學校核銷系統，填寫經費來源、用途說明，並貼上憑證。
  4. 步驟四：送件 將核銷單據夾好後，送交至系辦公室。

出差報帳 (研討會、論文發表)

  • 事前申請：出差前一週須完成校內差假申請。
  • 交通憑證：搭乘高鐵須保留票根（或電子票證明）。
  • 報名費：請保留研討會收據正本。

📑 研究生行政事務紀錄

財產盤點 (每年定期執行)
  • 每位研究生須負責保管自己座位上的設備。
  • 盤點期間，所有外借設備（如筆電）須帶回實驗室待查。
獎學金申請
  • 定期關注系所公告之「研究生助學金」或「企業獎學金」。
  • 需要推薦信者，請於截止日前兩週將「個人簡歷」與「申請表草案」寄給教授，並以通訊軟體通知。
企業研習、交換生與海外研習規劃
  • 申請前盡早與教授約時間深入討論研究進度的延續性。
  • 獲准後須完成實驗室業務交接手續。
實驗室離開前業務交接
  • 請整理研究的程式並建構Github repository，包含:Readme、環境安裝與規格(如Docker, Anaconda)、資料集連結、程式執行和產物。
  • 請聯繫教師或其所指派備承接的成員，並請他在你的Github和指導下實際在一台電腦上操作。
  • 當接手者確認可獨立操作，請聯繫教師並讓雙方（含指導教授）完成 Repository Fork。
  • 請歸還實驗室設備，交與實驗室設備管理者或教師本人。
  • 請依照此處資料夾內格式整理研究相關檔案(e.g.研究論文、報告投影片等)後交給教師。