Cube: Submitting Reimbursments

If you have been approved to attend our programs at ICERM with financial support, you will need to submit your receipts and enter your reimbursement requests through Cube. This page will describe how to enter your requested costs and verify your reimbursements requests.

Accessing the View

After logging into Cube, you may get to the Reimbursements Page by going to https://app.icerm.brown.edu/Cube/reimbursement.

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Entering a Reimbursement Request

After clicking the "Click here to start a new Reimbursement Request Button" to start a new request, or clicking the "Edit" button next to the Request you have in Draft Status, you will be brought to the main Reimbursement Request Page.

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  1. The Reimbursement Checklist provides basic guidelines to complete your Reimbursement Request.
  2. In order to save your progress, a Program must be selected from the drop-down at a minimum.
    • Events will show up in the drop-down if you are attending a program, the program is in-progress or has passed, and are granted financial support by ICERM. If this applies to you and no programs show up in the drop-down, please contact support@icerm.brown.edu.

Adding Requested Costs

There are up to three different types of Funding Requests you can make, depending on the type of event. For all cost types, enter the cost amount and currency the cost was accrued in.

Register with Brown's Payment System

There are three different forms of reimbursement that we can support, depending on the location of your main banking institution:

For any of the type of Reimbursement you select, you MUST register with Brown's payment system in order to get paid by going to this link: https://secure.brown.edu/supplier. Follow the directions found in the Reimbursement form carefully. Once you are fully registered, make sure to click the "I certify that I completed the Brown Supplier Request through Workday." checkbox and confirm your registration.

Upload your Relevant Receipts/Documents

Using the Upload field at the end of the Reimbursement Form, you may submit a single .pdf or multiple .png/.jpeg files containing the receipts/documents related to your reimbursement Request.

Special Upload Requests for Visa Holders

In compliance with the IRS, PLEASE UPLOAD A COPY of your Passport Photo Page, Visa, Entry Stamp, and Form I-94 with your request.
(Form I-94 can be obtained using this link: https://i94.cbp.dhs.gov/I94/#/recent-search)

Register your ORCID iD

Depending on the program you are attending, you will be required to link your ORCID iD with your Cube account in order to receive funding. Link your ORCID iD to your Cube account at https://app.icerm.brown.edu/Cube/orcid.

You may get more information about how to link your ORCID iD by using this guide: https://docs.icerm.brown.edu/books/cube/page/cube-connecting-your-orcid.

You may continue submit your Reimbursement Request without registering your ORCID iD, however if the program you are requesting reimbursement for requires ORCID iD registration, you must register before the review process may begin.


Revision #6
Created 16 November 2021 14:32:13
Updated 18 September 2023 18:24:09