Engineering Design Teams

Reporting Requirements (aka Final Report Requirements)
Engineering Design Teams are NOT required to submit a formal PAF Final Report. 

• Reporting requirements: Project Progress and/or Evaluation Forms as outlined by APSC PD
• Deadlines: Once per term (usually September 30, January 31, May 31). Exceptions will not be made for late reports
• Consequence for late/no submission: If these are not submitted, PAF reserves the right to adjust funding. The following table indicates outcomes for a range of situations where teams have not submitted their forms:

Note for the updated forms above, please refer to EDT Project Lifecycle Forms.

Funding Calculations:

• PAF Funding can only be used for up to 50% of the project’s prototyping costs. It is required that at least 50% of funding comes from sources other than PAF. Competitions costs will be calculated as noted below. 
• Food for PD Opportunities shall be subsidized at the same rate highlighted in the PD Opportunities Guidelines. Attendance numbers should be briefly justified.
• The Project and Competition cap amounts are based off their respective budgets, not the overall expense amount.

Engineering Design Team Eligible Expenses

PAF will only cover costs outlined in the approved budget and that are eligible as per the APSC Funding Guidelines.

Consumables:

• Consumables are goods that must be replaced regularly because they wear out or are used up on a regular basis
• Examples include: printer filament, raw materials, PPE, scissors

Project Expenses Categories:

• Prototype: Annual prototype-related expenses (e.g., buying M3 screws for Project 1 Component). Capital purchases, as defined by APSC, are not eligible.
• Competition:
  • People based costs – up to 100% to a max of $3,500 for entry fees, transportation, accommodations, travel, etc.
  • Physical logistics – 100% to a max of $10,000 for fees, insurance, prototype shipping (car rental for transport, trailers, customs, brokerage costs), tools shipping.

If a team is attending and receives PAF funding for a competition/final deliverable event, they may reallocate up to 100% of it to cover prototyping costs. Examples of this could be attending a local competition, or if a team wishes to pay for their competition using other funds.

*Important* PAF Funding Adjustment and Reconciliation – EDTs only

PAF funding is allocated to teams based on their projected budgets, and funding eligibility is ultimately determined by each team's actual expenditures. 

Since teams will automatically receive funding if they have an approved project reviewed by the Funding Committee, an additional reconciliation step happens at the end of the PAF cycle. 

• By August 31 (the end of the PAF cycle), any extra funds will automatically return to the PAF pool.
• Teams will need to ensure they have adequate funding in their accounts to ensure they do not go into a deficit.
• If the total costs for the project are less than the projected total costs, the approved PAF amount will be adjusted accordingly based on the table above.
• For example, if a team’s projected budget was $10,000:
  • PAF could approve up to $5,000 in funding, with the team responsible for contributing the remaining $5,000. 
  • If the team ultimately spent only $6,000, PAF could provide a maximum of $3,000 toward those expenses. 
  • As a result, the “extra” $2,000 in approved funding would be returned to the PAF funding pool.
• Teams that receive a competition funding allocation (competition bump) but later withdraw from the competition/do not have a prototype participating in the competition must reimburse the allocated funds to PAF if they have been spent. This will be done by withdrawing these from the team account or from the team’s future PAF application amounts. For situations out of the team's control, The PAF Committee can reserve the right to make a judgment call for extenuating circumstances (e.g., a competition is canceled).